Main content

Alert message

NOTICE IS HEREBY GIVEN that a regular meeting of the Board of Trustees of the Texas School for the Blind and Visually Impaired shall be held on November 15, 2018 beginning at 1:00 p.m. in the Board Meeting Room, Building 600, 1100 West 45th Street, Austin, Texas.

If, during the course of the meetings, any discussion of any item on the agenda should be held in closed session, the Board shall convene in such closed session in accordance with Texas Government Code, Sec. 551.071, .072, 073, .074, .076, .082, .0821, .083, .084, or .089. Before any such session is convened, the presiding officer shall publicly identify the section or sections of the Code authorizing the closed session. All final votes, actions, or decisions shall be taken in open session. The subjects to be discussed or considered, or upon which any formal action may be taken, are as follows (items do not have to be taken in the same order as shown on this meeting notice):

BOARD AGENDA
November 15, 2018 Meeting

1.    Call to Order

2.    Introduction of Audience

3.    Public Comments/Open Forum

4.    Report from Wells Fargo on the Bert E. Broday Trust Fund (Jim Brown and Faye Hilpert)

5.    Consideration of Approval of Proceeding with Broday Trust Modification (Susan Morrison)

6.    Consideration of Approval of Board Policies (Susan Morrison)

       DHB Employee Standards of Conduct: Report to State Board of Educator Certification (amend) 

       EB (TSBVI) School Year (amend) 

       EC (TSBVI) School Day (amend)

       EFA (TSBVI) Instructional Resources: Instructional Materials Selection and Adoption (amend)

       EFAA Instructional Materials Selection and Adoption (delete)

       EHB (TSBVI) Curriculum Design: Special Programs (amend)

       EHBA (TSBVI) Special Programs: Special Education (amend)

       EHBAA (TSBVI) Special Education: Identification, Evaluation, and Eligibility (amend),

       EHBAC (TSBVI) Special Education: District Share of Enrollment Costs at TSBVI (amend)

       EHBAD (TSBVI) Special Education: Transition Services (amend)

       EHBAE (TSBVI) Special Education: Procedural Requirements (amend)

       EHBD Special Education: Federal Title I Programs (amend)

       EHBK (TSBVI) Special Programs: Other Instructional Initiatives (amend)

       EHDD Extended Instructional Programs: College Course Work (amend)

       EKBA (TSBVI) State Assessment: English Language Learners/LEP Students (amend)

       EKC (TSBVI)       Testing Program:  Reading Assessment Program (amend)

       EKD (TSBVI)       Testing Programs:  Mathematics Assessment Program (amend)

       FED (TSBVI)       Admissions and Attendance:  Attendance Enforcement (amend)

       FOC (TSBVI)       Student Discipline:  Placement in Disciplinary Alternative Education Programs (amend)

       FOC-E (TSBVI)   Student Discipline:  Placement in a Disciplinary Alternative Education Setting (amend)

       FOD (TSBVI)       Student Discipline:  Expulsion (amend)

       FOF (TSBVI)       Student Discipline:  Students with Disabilities (amend)

7.   Update on School Budget (Bill Daugherty and Pam Darden)

      -- Recess (Adjournment for Purposes of Conducting Board Training)

8.   Call to Order

9.   Training Session on TSBVI’s Budget (Pam Darden)

10. Adjournment

TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

 FINANCE COMMITTEE MEETING MINUTES

 January 26, 2018

                                                                                                       

Call to Order:

Michael Garrett called the regularly scheduled meeting of the Finance Committee to order at 9:25 a.m. on January 26, 2018, in Room 102 of Building 600 at the Texas School for the Blind and Visually Impaired, 1100 W. 45th St., Austin, TX.

In addition to Mr. Garrett, Board President Joseph Muniz and Board Vice-President Mary Alexander were present.

TSBVI staff members present were: Pamela Darden, Chief Financial Officer; Brian McDonald, Director of School Support Services; Amanda Hafer, Director of Accounting; Cyrenna Villegas, Director of Procurement; and Josh Splinter, Budget Officer.

Consideration of Approval of Minutes of the November 17, 2017 Meeting:

A motion to accept the minutes of the November 17, 2017, committee meeting as presented was made by Michael Garrett. Mary Alexander seconded the motion. The motion passed unanimously.  

Consideration of Approval of Investment Report:

Pamela Darden presented the Investment Report for first quarter of fiscal year 2018 ended on November 30, 2017. The total short-term investments balance was reported as $722,887.62. The total earnings for the period was reported as $3,398.66.  Michael Garrett entertained a motion to accept the Investment Report as presented. Joseph Muniz moved to accept the report and Mary Alexander seconded the motion. The motion passed unanimously.

Consideration of Adoption of a Resolution Regarding the Review of the Investment Policy and Strategies of TSBVI:

Pamela Darden asked the committee for consideration of adoption of a resolution regarding the review of the Investment Policy CDA. Joseph Muniz moved to accept the resolution as presented and Mary Alexander seconded the motion. The motion passed unanimously.

Review of Donations Report:

Pamela Darden reviewed the Donations Report for first quarter of fiscal year 2018 ended on November 30, 2017. The total donations received year to date was reported as $8,842.61.

Consideration of approval of receipt of gifts and donations of over $500:

Pamela Darden reported that there were three donations received over $500.00 during this reporting period. The American Dental Partners Foundation donated $520.00 as undesignated.  The Greater Houston Community Foundation donated $6,000.00 in memory of Anita Knowles for the TSBVI Exit Program and Apple Incorporated donated $747.90 for the technology fund. Joseph Muniz moved to accept the receipt of gifts and donations over $500 as presented. Mary Alexander seconded the motion. The motion passed unanimously.

Consideration of approval of request for expenditures of undesignated gifts and donations:

Pamela Darden advised that consideration of approval of request for expenditures of undesignated gifts and donations was not needed at this time.

Review of budget reports:

Pamela Darden reviewed the Budget Report for the first quarter of fiscal year 2018 ended November 30, 2017.  The benchmark for expenditures was 25%. The total percent of all budgets in the State Treasury expended was 23%.

Review of the Legacy Expenditure report:

Pamela Darden reviewed the Legacy Expenditure Report for the first quarter of fiscal year 2018 ended November 30, 2017.  The benchmark for expenditures was 25%.  A total of $100,274.00 in expenditures was reported utilizing 13% of the annual budget.

Review of the Legacy Revenue report:

Pamela Darden reviewed the Legacy Revenue Report for the first quarter of fiscal year 2018 ended November 30, 2017.  The benchmark for revenues was 25%.  The total revenue reported as received was $200,415.08.  Joseph Muniz thanked the staff for the transparency of the reports.  Mary Alexander asked about the farm revenues and Pamela explained that the rental income is dependent on the crops that are produced and sold. Joseph requested again that staff visit the farms in fiscal year 2018.

Report from Chief Financial Officer:

Pamela Darden introduced the new Budget Officer for the agency.  Mr. Josh Splinter has been in that position since late November.  He joined TSBVI after leaving the Air Force and has extensive experience working with budgets. Josh advised the members on his educational background and past work history with the military.  Joseph Muniz requested an explanation from Pamela on the role of the budget officer.  Pamela explained that the position will develop detailed monthly budget reports, meet with program managers and develop forecasts and trends. Josh will also assist with reporting to oversight agencies.

Report from School Support Services:

Brian McDonald an update on the window repairs at the Superintendent’s House.  Brian also advised the committee on two minor construction projects that include the truncated domes project for the weekends home bus area and the other is brick pavers in the quad area. Brian advised the members that contingency money from the campus-wide project will be used for Dorm 4801 internal renovations and perimeter fencing around the area. The fence will be a hybrid of a chain length fence and wooden privacy fence. The wooden privacy fence will shield the dorm from east to west traffic. 

Mary Alexander expressed concern about a staff member sharing the gate code.  Brian advised that the gate access is being addressed with the Texas Facilities Commission (TFC).

Brian advised on the staff response to the bad weather day.  He is working with TFC to develop a cross-agency plan to ensure services will be provided to campus on days when classes cannot be held.

Report from Information Resources Director: 

Dan Hampton provided an update on the Information Resources Department and the work that he has been doing campus-wide.  The new updated OCIRS and student care system was successfully rolled out.  Dan advised of a new communication tool that is being used across campus with all technology staff. He also said that the groundwork has been laid to roll Google classroom out across Comprehensive Programs. It is currently being used in Short-Term Programs.  The website hosting company has been changed with success to a new vendor.

Adjournment:

Michael Garrett entertained a motion to adjourn the meeting. Mary Alexander seconded the motion and the motion passed unanimously. The meeting adjourned at 10:12 a.m.

End of document

BOARD PROGRAM COMMITTEE MEETING MINUTES

January 26, 2018

Call to Order

Lee Sonnenberg called the meeting to order at 8:00 a.m. on January 26, 2018 in Room 104 of the Main Administrative Building 600, 100 West 45th Street, Austin, Tx.

Program Committee members present were Lee Sonnenberg, and Mike Hanley.  Committee members Anne Corn and Caroline Daley were unable to attend the meeting. TSBVI staff members participating in the meeting were:  Susan Morrison, TSBVI Attorney; Sara Merritt, Short Term Program Principal; Miles Fain, Comprehensive Program Principal; Susan Hauser, Center for School Resources Director; Cyral Miller, Outreach Director; and Mary Shore, Outreach Personnel Prep Coordinator.

Other participants were Dr. Rona Pogrund, Texas Tech University and Michael Munro, Stephen F. Austin University.

Report on the Texas Tech University (TTU) and Stephen F. Austin (SFA) Teacher Preparation Programs

Dr. Pogrund presented a document with data on the current status of TTU programs.

TTU has rolling admissions with new students starting each semester.  They also take many students who are from out of state.  Most accept the Reach Across Texas stipend, although 15 are self-pay.  There is a large group who are on emergency permits so they are hired as Teachers of Students with Visual Impairments (TVIs) after completing 2 courses while they are taking the remaining courses.  There are 6 PhD students in their program right now.  Their Federal grants allow them to train in 5 other states.

Most of the courses count toward a Masters Degree, but it typically takes 4-5 additional courses.  For TVIs, they already have a bachelor’s degree and a teaching certification before they start the VI studies.  For orientation and mobility (O&M) certificates, the applicants must have a bachelor’s degree.  Michael Munro noted that SFA has an undergraduate program also for COMS.  Most applicants start the university programs after having taught for a few years.  We are fortunate in Texas that we have large interest in these programs and are able to select the better candidates.  

The universities are extremely grateful to TSBVI for all the support from this School!  How to expand?  At TTU they really need an additional full time faculty member.  The College of Ed has not been willing to fund this position, partly because certification students don’t count in their system as highly as those enrolled for Master’s and Doctorate students.  The Board wondered whether there could be a possibility of jointly funding a position.  With benefits and university costs, a new position would cost about $100,000. 

SFA has a cohort model so the majority of students begin the same semester and go through the courses in the same sequence.  There are currently 38 TVI students and 6 studying for COMS.  O&Ms are about 150% of the cost.  There is now also a Federal grant that helps them train a few from out of state.  Undergrad program has 21 students.  They are not funded through the grant and may not stay in the state. 

A couple of years ago SFA started a leadership strand within the VI program.  There are 28 students now who have gone beyond certification. 

They have a partnership with other states to train in Arkansas and Washington State. 

SFA was able to hire a new staff member starting August – they were short in faculty for a couple of years so this is wonderful.  They have 4 hard line positions and 2 part-time.  There has been big turnover in their staff, which has really made it hard to recruit.  The new person will be housed at TSBVI, which will help SFA stay more visible in the statewide systems such as the State Board of Educator Certification.

The SFA undergraduate program is the only one in the country.  Their class sizes are small and they do synchronous courses and try to get to know the students.  They funded Camp Independence for 10 years but this year lost funding from TWC.  Michael is looking for another partner for this camp; it would cost about $20,000.  They are looking for money from SFA Foundation, from the East TX Lighthouse and the ESCs.  This program is similar to the Camp Abilities model.  TWC has really backed off from having their staff deliver programming. 

Professors are getting more savvy and efficient in travel.  This past summer some students got through on a probationary level rather than emergency, which meant that the professors had to do twice as many visits.  For growth – they hope to do more about doing more with less.   Additional money would go to stipends. 

Between 20-30 new teachers begin each year from each university program.   

The partnership between the universities and TSBVI has been fundamental to the success of this state in increasing the numbers of teachers certified to teach students with visual impairments.  

Mary Shore shared the new numbers from the 2017 Summary of VI Professionals in Texas.  The numbers of vacancies is based on what is still posted in September, which doesn’t cover how many positions had already been filled.  Attrition numbers come from the Education Service Centers.  In the rural areas, we know that there is going to be a big need as contractors who are serving large areas are aging out.  Projections from the ESCs on how many VI professionals will be leaving the field have gotten more and more accurate over the past couple of years, so we are semi-confident that we’ll lose about 105 people over the next three years.  IF the universities can continue their feverish pace of preparing new VI professionals we can project that we will continue to get closer to meeting the state’s needs.

There was discussion about the course requirements for the VI teaching certification.  There are still only 6 courses required, even though quite clearly the complexity of the TVI role in much greater than in the past.  Evaluation, low vision, CVI, transition, technology....  all of these areas are critical and barely cover all the important aspects.

Consideration of Approval of Minutes of the September 29, 2017 Meeting

The Committee discussed approval of the minutes from the September Board Committee meeting.  There was a question about the minutes related to policy FFAC.  Susan Morrison mentioned that this policy will come before the Board in April.  A key for acronyms in all policies was requested and has now been provided to the Board.  Mike Hanley moved approval of the minutes as presented and Lee Sonnenberg seconded the motion.  All Board members were in favor of the motion.

Consideration of Board Policies (EMG, FBA, FD, FDA, FFI, FNCF, FNCI, FO, FOB, FOCA, FOE, FOF):

Susan Morrison described the policies presented to the Board for approval:

EMG – Student assistance animals wording was moved to another policy under student admission.  

FBA – This is a new policy that advises the public of their responsibility for caring for their own service animals.  This is a required new policy.

FD – The School is putting in writing a more open description of what the School has been doing related to admissions in practice.  Mr. Sonneberg noted that this wording is very easy to understand as a parent.  It clearly shows that that we are a short-term placement and that students will be here for a period of time and then return to their local districts. There is a change in language about voluntary adult caregivers, which gives the adult caregiver the right to stand in the place of a parent except for paying for things.  Ms. Morrison explained that the wording “the School” will be replaced with “TSBVI” in the language under “Students in Foster Care”.

FDA – Language from this policy was moved into Policy FD and policy FDA is recommended for deletion.

FFI – The anti-bullying statute requires the language presented to include cyber-bullying.  There was discussion about TSBVI’s experiences around this issue.  The campus is developing more programs to proactively deal with this problem and that has been helping.  One example cited was that there are now rules about not having phones in the bedrooms at night.

FNCF – This now matches changes in statutory language. 

FNCI – This policy has expanded the locations to be included and to indicate that the punishments do not apply to students younger than 12. 

FO – This policy is being updated.  The Code of Conduct is shared with parents and students at the beginning of the school year and when students come for Short-Term Programs. On page 141, under Restraint Reports, the words “Peach Officer” will be changed to “Peace Officer”.

FOB – This policy now excludes students under grade 3 from being suspended, and adds a positive behavior policy.  Positive behavior has in fact been a practice at TSBVI for at least 17 years.

FOCA – The policy is recommended for deletion because students who need a long term DAEP program are not eligible for TSBVI placement.

FOE – The policy was updated as recommended by TASB. We do have, infrequently, short term emergency and alternative placements or expulsions. 

FOF – There is detail in this policy to help explain regulations and statutes so that there is more transparency in the policy.  It also outlines the required training that all direct staff members receive on restraint.  Volunteers and others working directly with students now must have training on behavior management, too.  More of the positive behavior intervention training is being placed into Bridge, the School’s online training system.

Mike Hanley made a motion to approve all proposed policies with the changes as discussed.  Lee Sonnenberg seconded the motion and it passed.  

Adjournment

Lee Sonnenberg moved for Committee adjournment, which was seconded by Mike Hanley.  The meeting was adjourned at 9:40am.

Texas School for the Blind and Visually Impaired

Board Meeting Minutes

 August 9, 2018

Call to Order:  

Board President, Joseph Muniz called to order the training session at the Texas School for the Blind and Visually Impaired at 1:00 p.m. on Thursday, August 9, 2018.

Introduction of Board Members and Audience:  

Board members present were: Joseph Muniz, President, Brenda Lee, Julie Prause, Mary Alexander, Lee Sonnenberg, Bobby Druesedow, and Dan Brown.  Michael Garrett and Michael Hanley were unable to attend the meeting.

The audience members present were:  Bill Daugherty, Superintendent; Susan Morrison, General Counsel; Valerie Bradshaw, Assessment and Accountability Coordinator; Debra Sewell, Curriculum Director; Veronica Lopez, Administrative Assistant; and Susan Houghtling, Director of Planning and Evaluation.

Training Session on Evaluating Student Performance (Valerie Bradshaw, TSBVI Assessment and Accountability Coordinator and Debra Sewell, TSBVI Curriculum Director):  

Debra Sewell introduced the Student Performance Indicator (SPI) assessments for students.  In 1998, Texas School for the Blind and Visually Impaired and the Texas Education Agency met to discuss how TSBVI students should be evaluated.  Many students at that time were not taking the State mandated assessments; now, more and more students are taking the assessments.  Every year in the fall, TSBVI teachers perform a pre-test evaluation for students who are enrolled by the middle of September based on TSBVI’s Student Performance Indicators.  A posttest is administered between Spring Break and the last day of school to determine progress made by each student.  This data is helpful for teachers to determine what to focus on related to instruction and writing IEPs.

Ms. Sewell explained that the Lead Teachers meet with all of the teachers on their teams to discuss the results of the Performance Indicators for each of their students.  At the beginning of each school year, lead teachers meet with teachers individually to determine which SPIs would be appropriate for the school year.  Independent living skills are addressed primarily residentially.  

Valerie Bradshaw introduced the two mandatory tests for students in third grade through high school:  the STAAR test or the STAAR Alternate 2 test. There are only those two iterations of the tests.  Testing is broken down into the grades 3 through 8 programs and then the end-of-course program which is for high school students.  For the 3 through 8 program, all students take reading and math.  At certain grade levels they might take science, writing, or social studies, in different combinations. The requirements are the same for the two different types of testing.  When students go into high school, instead of being grade-based, it is course-based.  There are 5 courses that require an end-of-course exam:  English I & II, Biology, US History and Algebra I.

The only other required exam is the Texas English Language Proficiency Assessment System (TELPAS).  TELPAS is for ESL bilingual students and is an assessment of reading, writing, listening and speaking.  This test is done at the end of the year. Students are rated on a rubric system as beginner, intermediate, advanced, or advanced high.  TSBVI students for the most part are doing these holistically rated systems for listening, speaking, and writing.  Reading is available online, in print and large print.  It has never been available in Braille.  That is not particularly concerning because TSBVI has better ways of assessing how well a student is developing their English skills in English for our English language learners. Those are the only three mandated tests.

When we look at how we report to TEA, TSBVI’s Memorandum of Understanding with TEA says that, in addition to our student performance indicators, we are required to have a state assessment passing rate that meets or exceeds the passing rate of special education students in the state of Texas.  TEA only provides the special education data by grade and subject.  We have to go through TEA’s data and pull out information for each grade and subject area and compare that to our data in order to determine whether we have met or exceeded the state levels.  At this point, we have not had any difficulty doing so; generally, our students meet or exceed what special education students are doing.

Mrs. Prause asked if we are comparing performance of students to other visually impaired students in the state or all special education students.  Ms. Bradshaw answered it is all special education students.  Mrs. Alexander asked if they break down data by sensory and Ms. Bradshaw answered they do not, just by general special education.  She added that we have asked for that because it would be very helpful.

Mr. Brown asked how the performance indicators are factored in with the STAAR-Alt data when the scores are compiled.  Ms. Sewell responded that they aren't compiled together.

Ms. Bradshaw went on to explain the testing environment for TSBVI students.  There are a number of accommodations that TEA allows of which we take full advantage.  She stated that they want the testing environment to be as much like the classroom as possible.  TEA breaks down accommodations into three different categories.  One is accessibility features that are allowed for any student regardless of special education needs, 504 classifications, or regular education. In the last few years TSBVI has worked closely with TEA to advocate for our students.  In this past year TEA has made magnification, amplification, and projection devices accessibility features.  Mrs. Alexander asked if there is an exhaustive list.  Ms. Bradshaw answered there is one and it is on the Texas Education Agency website under “Student Assessment – Accommodation Resources”.

Mrs. Alexander inquired whether or not they are providing braille.  Ms. Bradshaw answered that they are providing braille.  Braille and large print are considered designated supports and require a 504 Committee approval; you cannot just give any student braille.  There are other things that need approval; for example:  time, spelling assistance, and calculators for subject and grade areas that are not already required. TEA created content language supports when Modified went away.  It is a designated support that they call “Content Language Support”.  This online tool is a point and click system.  There are words or sentences that have a wiggly underline; when you point and click on them you receive some sort of support.  It might be a definition of a word, a formula so a student doesn't have to figure out which formula to use, scaffolding for thinking strategies, or simplifications for excerpts.  We brought forth the fact that it is only available online and not to our print and braille kids.  They have developed a system for print students.  The teacher has a guide that will give recommendations as to how to give the student verbal content language support. Ms. Bradshaw stated her great appreciation for the group working at TEA in the student assessment division or “Special Populations” as they call it. It is a very small team; they have worked very hard in the past few years with us.  Last year it was on us to make the testing accessible for our braille students.  This 2018-2019 school year they are coming out with a guide to help when you are describing a picture and the ones they sent us are detail oriented.

Mr. Brown asked if the descriptions will be tactile graphics as well as descriptive text. Ms. Bradshaw answered we are generally doing one or the other.  The tactile graphic is generally only used for things like the T-bar graphics and Venn diagrams.  Teachers go through various training sessions to prepare for giving these tests to students.

Mrs. Lee asked if there are trainings held for teachers outside of TSBVI.  Ms. Bradshaw answered that she and Lyn McAlister generally hold two webinars a year through TSBVI's Outreach program on what it is like to give a STAAR test to a visually impaired student.  There is a separate webinar for the Alt 2 test.  Ms. Alexander asked if the webinars are recorded and Ms. Bradshaw said they were.

Ms. Bradshaw explained test result terms.  The highest one is “masters grade level”, the second is “meets grade level”, third is “approaches grade level” - this is still passing, lastly is “did not meet grade level”.  For the STAAR Alt 2 test there are three levels:  “developing”, “satisfactory”, or “accomplished”.  Relatively new the last few years to the Alt 2 test are the two options that exempt a student from Alt 2 testing.  They are allowing districts to distinguish whether a student meets two of the requirements to exempt them from testing.  The requirements are “medical exception” and “no authentic academic response” (NAAR) students.

Mr. Muniz thanked Ms. Sewell and Ms. Bradshaw for the training session.  He asked if it was correct that when a student tests it is only recorded at the school where the test is administered.  Ms. Bradshaw answered that is correct.  Mrs. Alexander asked if that is only for the STAAR test.  Ms. Bradshaw answered it is only for the STAAR test.  She added we are fully accountable for our student's testing.

Recess:  

At 2:33 p.m. the meeting went into recess for the purpose of concluding board training.

Call to Order: 

Mr. Muniz called the regular meeting of the Governing Board of the Texas School for the Blind and Visually Impaired to order at 2:44 p.m.

Public Comments/Open Forum:  

There were no public comments.

Consideration of Approval of Board Policies:  

Bill Daugherty gave an introduction of how the policies are described in the packet on the policy explanations sheet.

BBFA (TSBVI)          Ethics:  Conflict of Interest Disclosures

DEG                           Compensation and Benefits:  Retirement Program

DGBA (TSBVI)          Personnel-Management Relations:  Employee Complaints/Grievances

DGBA-E                     Personnel-Management Relations:  Employee Complaints or Grievances

DMA (TSBVI)            Professional Staff Development:  Required Staff Development

DNA (TSBVI)             Performance Appraisal:  Evaluation of Teachers

EHDB (TSBVI)          Alternate Methods of Earning Credit:  Credit by Examination With Prior Instruction

EHDC                        Alternate Methods of Earning Credit:  Credit by Examination Without Prior Instruction

EIC (TSBVI)              Academic Achievement:  Class Ranking

EK (TSBVI)                Testing Programs

FB (TSBVI)                Equal Educational Opportunity

FEA (TSBVI)             Admissions and Attendance:  Compulsory Attendance

FEB (TSBVI)             Attendance:  Attendance Accounting

FEC (TSBVI              Attendance:  Attendance for Credit

FFA (TSBVI)             Student Welfare:  Wellness and Health Services

FFAA (TSBVI)           Wellness and Health Services:  Physical Examinations

FFAB (TSBVI)           Wellness and Health Services:  Immunizations

FFAC (TSBVI)           Wellness and Health Services:  Medical Treatment

FFAD (TSBVI)           Wellness and Health Services:  Communicable Diseases

FFAF (TSBVI)           Wellness and Health Services:  Care Plans for Diabetes and Food Allergies

FFB (TSBVI)             Student Welfare:  Crisis Intervention

FFC (TSBVI)             Student Welfare:  Student Support Services

FFF (TSBVI)              Student Safety

FL (TSBVI)                Student Records

FNAB (TSBVI)          Student Expression:  Use of School Facilities for Non-School Purposes

Susan Morrison briefly explained each policy to the Board, particularly focusing on amended and deleted language.

Mr. Muniz stated that he and Mr. Daugherty have had conversations in regards to policy FFB on crisis intervention.  Mr. Muniz added that Mr. Daugherty has expressed that TSBVI has paid intense attention to the psychological wellbeing of students.  Mr. Muniz inquired about the response time when a situation arises with a student.  Mr. Daugherty stated that there is an immediate response.  TSBVI has an online incident reporting system that goes out to every team member.  If there is something significant, there is a report and every member that is on the particular student's team, knows about it immediately.  Mr. Daugherty added that, because of our incredible ratios, the moment a student is becoming out of sorts either during the school day or at their dorm, that team starts huddling around the student very quickly.  If necessary, social workers or counselors will get involved immediately and behavior specialist also watch students closely.

Mrs. Prause asked how the determination for adoption of a new policy is made.  Ms. Morrison stated that, when she was hired, she was given a list of priorities from team members that were prioritized number one through three.  At this point, almost every number one priority has been completed.  By the end of this calendar year, every priority will have been completed.  Mr. Daugherty added, that after the policy backlog is taken care of, policies will be revisited on a schedule determined by the Board, new state laws, or it being time to update.  Ms. Morrison added the policy recommendations come from the Texas Association of School Boards (TASB) but we cannot adopt them as is, they have to be reviewed and modified.  Mrs. Alexander stated that Ms. Morrison's explanations are clear and helpful. 

Lee Sonnenberg motioned to amend policies BBFA, DEG, DGBA, DGBA-E, DMA, DNA, EHDB, EHDC, EIC, EK, FB, FEA, FEB, FEC, FFA, FFAA, FFAB, FFAC, FFAD, FFAF, FFF, FL, and FNAB as presented to the Board.  Mr. Brown seconded the motion to amend policies as presented.  All board members were in favor and the motion carried.

Bobby Druesedow motioned to adopt policies FFB, and FFC as presented to the Board. Mary Alexander seconded the motion and all board members were in favor and the motion carried.

 

Adjournment:  

Bobby Druesedow motioned to adjourn the Board Meeting. Julie Prause seconded the motion to adjourn.  All board members were in favor of the motion and the motion carried.  The meeting stood adjourned at 3:06 p.m.

 

TSBVI BOARD COMMITTEE MEETING

AUDIT, COMPLIANCE, AND MANAGEMENT REVIEW

 January 26, 2018

Call to Order 

Joseph Muniz called to order the meeting of the TSBVI Board Committee on Audit, Compliance, and Management Review at 7:47 a.m. on January 26, 2018 in Room 102 of the Main Administration Building 600, 1100 W. 45th Street, Austin, Texas.  Board members Mary Alexander and Michael Garrett were also present.  TSBVI staff members participating in the meeting were Jaye Stepp, Internal Auditor; Susan Morrison, School Attorney; and Susan Houghtling, Director of Planning and Evaluation.  Texas Department of Motor Vehicles Internal Auditor Sandra Suddeath attended the meeting during discussion of TSBVI’s Internal Auditor Quality Assurance Review.

Consideration of Approval of Minutes of the November 17, 2017 Meeting

Mary Alexander moved that the minutes of the November 17, 2017 meeting be approved and Michael Garrett seconded the motion.  All Board members were in favor of the motion.

Consideration of Approval of Board Policies BJCD, BJCE, BJCG, DC, DEC, DED, DG, DGC, DH-E, DHD, DHG, and DPB

Susan Morrison briefly reviewed proposed changes to Board policies. 

Policy BJCD adds language regarding confidentiality of the Superintendent’s performance evaluation and also adds new Administrative Code rules clarifying that the Commissioner’s recommended appraisal process must include an annual evaluation and a student performance domain.

Policy BJCE is amended to limit the suspension of the Superintendent without pay for no more than the end of the school year.

BJCG is amended by allowing the Superintendent to resign an employment contract in case of a financial exigency without penalty with reasonable notice to the Board.

Policy DC adds pre-employment affidavit requirements to provide more safety by avoiding hiring anyone who has been charged with or convicted of inappropriate conduct with a minor.  SBEC may revoke an administrator’s certification if he or she knowingly hires such an applicant.  Ms. Morrison added that TEA follows an assumption of guilt rather than innocence.  Ms. Morrison stated that language should be added to the policy clarifying that nurses are state employees unless otherwise designated under the State classification system.  Policy DC was tabled until a later Board meeting.

Policy DEC is amended regarding use of emergency leave by staff because some state agencies had issues with paying employees for months after their employment was severed. Now the Superintendent can only award emergency leave related to the needs of an immediate family member.  New language is added allowing the Superintendent to award compensatory time for an employee who has received permission in advance to work from home.  Current language in Policy DEC states that an employee does not accrue vacation or sick leave for a full calendar month during which the employee is on leave without pay.  The policy was tabled after more clarification was requested about this statement. 

Policy DED addresses State holidays awarded to classified employees.  The policy was tabled so that language from Texas Education Code concerning when the School is closed on holidays could be added.

Policy DG addresses employee rights and privileges and is amended to include whistleblower complaint provisions for burden of proof and affirmative defenses, as well as protection for the right to report a crime.  Protection for nursing mothers to have breaks to express milk in private at work are added to the policy.  This right for nursing mothers has been in place at TSBVI prior to the policy language being added.

DGC is a new policy to which much of the former language from Policy DG has moved.

DH-E is amended to reflect new language from the Educators’ Code of Ethics issued by SBEC.

Policy DHD adds language stating that a staff member may contact an individual student through electronic media regarding homework or tests, for instance, and copy the parent or principal.  Ms. Morrison explained that a new system will be implemented so that, if a staff member texts to a student’s cell phone, the text will automatically be sent to the Principals’ assistant.  The staff member has to agree to allow this to happen however.  Mary Alexander and Joseph Muniz asked if a parent disallows texting between a staff member and student, can it be monitored?  Ms. Morrison said she will need to look into it.  Mr. Muniz asked if Superintendent Daugherty would describe the new monitoring system in his off-month report to the Board once it is put in place.

Policy DHG addresses employee ethics and is amended to address nepotism and hiring practices.  Mary Alexander asked if current language that requires that each employee receive a copy of the policy and provide the School with a receipt therefor is followed.  Jaye Stepp responded that all employees receive training on the policy at the beginning of the school year and sign a roster saying they attended training.  Ms. Morrison said that she will talk to the Human Resources Director Kate Mainzer about the requirement.  The policy was tabled until further clarification is made.

Policy DPB adds language stating that SBEC requirements regarding assignment of certified employees apply to substitute teachers as well.  If TSBVI must employ a substitute teacher who is not certified, a list of these teachers must be retained in the School’s files.  In addition, all substitute teachers must pass the DPS criminal history review.

Ms. Alexander moved to table Policies DC, DEC, DED and DHG and Mr. Garrett seconded the motion.  All Board members were in favor of the motion.  Mr. Garrett moved that Polices BJCD, BJCE, BJCG, DG, DGC, DH-E, DHD and DPB be approved as presented.  Ms. Alexander seconded the motion and all Board members were in favor of the motion. 

Report from the Internal Auditor, Jaye Stepp

 Quality Assurance Review of the Internal Audit Function for Fiscal Year 2018

Jaye Stepp introduced Sandra Suddeath, Internal Auditor with the Texas Department of Motor Vehicles, who conducted her Quality Assurance Review.  Ms. Suddeath explained that she reviewed the work of Ms. Stepp during the 2015 through 2017 years.  She determined whether the School’s internal quality control system operated in conformance with IIA Standards, GAO standards and the Texas Internal Auditing Act.  The review occurred during November through January and included interviews with staff and a review of policies, procedures and audit papers.  Ms. Suddeath determined that, overall, Ms. Stepp passed and generally conformed with internal auditing standards which is the highest rating that can be received.  All previous peer review recommendations were cleared and only a few small recommendations were made.  Mr. Muniz and Ms. Alexander congratulated Ms. Stepp for a job well done.

Consideration of Approval of Hiring Process for New Internal Auditor

Mr. Muniz stated that he wanted to start the process of hiring the new internal auditor by posting the position vacancy.  Board members reviewed the proposed job posting created by Human Resources Director Kate Mainzer.  The position would post on January 29th and close on February 12th.  Discussion ensued on the need to extend the time that applicants can apply for the position.  The posting could state that it would close when filled or a specific date could be set.  Susan Morrison recommended the closing date be February 26th and then the time be extended if needed.  Mary Alexander moved that the closing date be changed to February 26th and Michael Garrett seconded the motion.  All Board members were in favor of the motion.  Mr. Muniz said that he would like for the chosen applicant to be approved at the next Board meeting.  He added that the Board President today will propose creation of a personnel committee that will meet in March to interview applicants.

Ms. Stepp added that, as she escorted internal auditor Sandra Suddeath out of the Audit Committee meeting this morning, Ms. Suddeath wanted the Board to know that it took her agency three months to hire an internal auditor.  Ms. Suddeath also stated her belief that the pay group of 4 was too low and should be a 5 or 6.  This because TSBVI’s internal auditor works very independently and does not have the support of other internal auditors on staff as many other agencies do.

Mr. Muniz announced at 9:05 a.m. that the Committee would now go into closed session to discuss agenda item #5 in compliance with Texas Government Code Section 551.074 – Personnel Matters.

At 9:15 a.m., Mr. Muniz announced that the Committee would resume in open session.  No further action was taken on the agenda item.

Adjournment

Ms. Alexander moved to adjourn the meeting at 9:16 a.m. and Mr. Garrett seconded the motion.  All Board members were in favor of the motion.

Texas School for the Blind and Visually Impaired

Board Meeting Minutes

 August 10, 2018

Call to Order:  

Joseph Muniz, Board President called the meeting of the Governing board for the Texas School for the Blind and Visually Impaired to order at 8:00 a.m. 

Introduction of Board Members and Audience:  

Board members present were:

Board President, Joseph Muniz, Brenda Lee, Julie Prause, Mary Alexander, Lee Sonnenberg, Bobby Druesedow, Dan Brown, and Mike Hanley.  Michael Garrett was unable to attend the meeting.

The audience members present were:  

Bill Daugherty, Superintendent; Veronica Lopez, Administrative Assistant; Susan Houghtling, Director of Planning and Evaluation; Kate Mainzer, Human Resources Director; Avery Saxe, Legislative Budget Board Budget Analyst; Pam Darden, Chief Financial Officer; Kemp Long, Internal Auditor; Brian McDonald, Director of School Support Services; Susan Morrison, General Counsel and Josh Splinter, Budget Analyst.

Public Comments/Open Forum:  

There were no public comments.

Consideration of Approval of Minutes of June 1, 2018 Board Meeting:  

Mary Alexander moved to approve the minutes as presented for the June 1, 2018 Board Meeting.  Brenda Lee seconded the motion.  All board members were in favor of the motion and the motion carried.

Consideration of Approval of Operating Budget and Personnel Budget for 2018-2019:  

Pam Darden reviewed the proposed operating and personnel budgets for 2018-2019.  Ms. Darden stated that TSBVI’s budget is based on what was appropriated to the agency for appropriations year 2019.  The amount was budgeted and we do not have the funds to cover the amount.  Funding that we received through the Legislature that come through in the General Appropriations Act include general revenue (committed funds), interagency contracts, appropriated receipts, or federal funds (collected funds). The projections that were included in the last Legislative Appropriations Request for appropriated receipts included budgeted amounts that we did not have the funds to cover.  Each year it is at $1.8 million.  Due to additional funding sources that had come in through TSBVI, we made up some of the shortfall.  In addition, we have received a deficiency grant from the Governor's office for appropriations year 2018 in the amount of $200,000.  There is a rider that allows us to borrow funds from appropriations year 2019 general revenue to pay for our federal expenses in 2018.  In September, once our federal funds are drawn down, general revenues will be paid back in appropriations year 2019.  We will make it through appropriations year 2018 with those additional funds. However, in appropriations year 2019 we are facing a short fall.  We are going to work with the programs because the uncollected appropriated receipts of $1.8 million have to be made up in the next fiscal year.  Mr. Hanley asked for an explanation as to why there is a short fall in the budget.  Ms. Darden answered that the Legislative Appropriations Request is prepared every two years.  When it was prepared two years ago, it included the $1.8 million as collected budget.  That amount had been carried forward from previous years and, over the course of four to five years, that amount has been expended.  The funds were expended but the budget including those funds still remained.  When the projections were done two years ago, it was based on what we thought the remaining budget was.  We did not verify that the funds were there.  We have implemented cash management procedures and we are going to share those with the Legislative Budget Board and the Governor’s office.  Ms. Darden apologized for not catching this and added that this will not happen again. 

Ms. Alexander asked if, in the explanations of changes provided to the Board, the decreases reflected were a part of the cash management.  Ms. Darden said that they were and explained the contingency reserve is significantly decreased as part of the savings.  We are also decreasing classified staff merits and salary increases in promotions for appropriations year 2019 unless we can recognize additional savings. The main focus is to finish out the year with enough funding.  Mrs. Alexander asked if finishing the year means August 2018 being the final month of the appropriations year and Ms. Darden answered that this is correct.  Mrs. Alexander asked if TSBVI will be taking any funds away from instructional areas that might affect students.  Ms. Darden answered they were not.  She added there will be across the board reductions for appropriations year 2019.  Cut backs in travel, direct care for students and payroll are the priorities for the agency.  Mr. Hanley asked for clarification that, no matter the performance, employees would not be getting raises.  Ms. Darden answered that this applies to classified staff.  She added that until we find savings to make up the shortfall and, at the point we have identified those savings, then there is a potential that we can give out increases to those staff.  

Mr. Druesedow stated that most state employees have gone through these types of freezes.  He added they are not wonderful but, as a state employee, he is used to it.  Mr. Daugherty added merit increases were approved by the Board and has been an excellent way of keeping employees here and recognizing their service.  It is not going to be a small thing to not have that this year.  

Mrs. Prause asked about the total amount budgeted for merit raises.  Ms. Darden answered it was $200,000 for appropriations year 2018.  Mrs. Prause asked if classified employees were non-teaching employees.  Ms. Darden answered that it is correct and means they are noncontract employees.

Mrs. Alexander inquired about the decreases in the operating budget.  She asked if they are the proposed changes to recapture funds.  Ms. Darden answered those are decreases to get the agency back on track with what was appropriated to us.  She added that there will still have to be significant cuts.  

Mr. Sonnenberg asked if that was for the $200,000 or the $1.8 million.  Ms. Darden answered $1.8 million.  She added with these cuts and the contingency it will save us $500,000 which leaves us to find 1.3 million in savings across other programs.  Mr. Hanley reiterated that for 5 years there was thought to be $1.8 million in the bank.  He stated that we spent it but did not account for the expenditures.  Ms. Darden explained that number was a placeholder to support the budget that was needed to run the school; however, there were not funds to support it.

Mr. Brown inquired about the request to the Legislature for additional funds.  He stated that he was curious as to how that would affect the decreases if they grant the request. Ms. Darden answered that it would not help for AY’ (Appropriation Year) 18.  The AY’19 session starts in January.  We have the potential to get an additional appropriation for AY’19.  The Legislature will go in and they can produce a budget for funds that are available for AY’19.  It is called a supplemental appropriations bill and it is possible that we could receive funding in that supplemental appropriations bill.  There are other budgeted shortfalls across the state that they usually address.  It is not guaranteed that we would get that additional funding.  However, it is something we will pursue.

Texas School for the Deaf requested additional funding two years ago due to being in the same situation.  However, they did not get the supplemental funding; it is not a guarantee.  Nevertheless, we will pursue that option to reduce the impact of cuts in fiscal year 2019.  The legislative year starts in January so, if funding is granted, it would not be available until this time next year.  Mr. Brown asked whether, regardless of what happens, we will still have to forgo the year without the funding.  Ms. Darden answered “yes”.  

Mrs. Alexander asked how the Board can be assured that TSBVI does not have another situation like this percolating within a budget.  She added that it is the Board’s responsibility to ensure that funds are used properly and wisely.  Ms. Darden stated the reports that have been historically provided to the Finance Committee are going to be revised.  When you see those reports and the percentages, it shows the expended budget as of the day it is reported.  That is accurate; however, it does not show the cash.  Finance Committee reports are going to be revised to reflect the amounts collected to date and the percentage of the actual budget collected that has been spent.  The reports will be much more transparent and collections easy to see.  

Mr. Sonnenberg asked if the additional funding request to the Legislature is going to make up for the shortfall.  Ms. Darden answered the funds being requested will make up the shortfall.  

Mr. Brown stated that it is concerning that the Texas School for the Deaf’s request was not granted.  He asked if we know why that was and if there are any special steps the Board can take to improve the likely hood that the request will be approved.  Ms. Darden answered she does not know why the School for the Deaf’s request was not granted.  She added that two years ago the budget situation in Texas was extremely different.  Schools were all required to implement a four percent budget cut when submitting their Legislative Appropriations Request.  Approval for our request depends on the available revenue for the state as a whole and the Legislature’s priorities.  Mrs. Prause asked if we are granted the request, do we have a committee that will decide how the money will be spent.  Mr. Daugherty answered that Ms. Darden and her team will know where the funds need to go after meeting with TSBVI directors.  We will report out to the Board who will be made aware of in both the off-month report and through the Finance Committee at board meetings.

Mr. Muniz stated that, as difficult as it has been, he would like for Mr. Daugherty and Ms. Darden to know that the Board has confidence in them, fully supports them and knows they will work through this.  He added that this is the Board’s responsibility as well and we will work through this together.

Mr. Muniz said the Board will be awaiting the information that will be provided regarding the plan to address this issue.  Mr. Muniz inquired about the spending budget being affected for future years.  Ms. Darden answered it would be less for appropriations year ’19 with the anticipation of the approval of the exception request in 2021 to make up a portion of the amount that will not be collected.  In 2021, if we are funded with the additional general revenue, we will be on track.  2019 will take the hit if the Legislature does not approve our request.  Then the School will have to function on a budget that is two million dollars less.  

Mr. Muniz asked if an explanation could be given as to where cuts will be made.  Mr. Daugherty responded that there will be cuts across the board. What TSBVI will try to protect most is classroom instruction, instruction in the residential department, and direct supervision needs of students. There might be some student activities that had been done freely before that required additional staffing and there may be some constriction on those direct student instruction activities.  The free and appropriate public education for every student at the School will be protected.  The learning needs of students can still be met without any drop off in their learning.  Staff travel and new things required for the School such as furniture will be impacted.

Mr. Brown stated that he would like a full detailed report as to where cuts will be made and why.  He added he understood why it happened but wants a deeper understanding as to how this is going to affect students and what services the students receive.  Mr. Daugherty stated that TSBVI will go through a department by department level process.  It could go into a report to the Board.  Ms. Darden added that she planned to present what those cuts are at the September meeting. There will be an additional report in the Finance Committee that will include that information.  Ms. Darden added that there are some areas in which we might increase some of the savings.  If collected funds come in higher, it will help that number.

Mrs. Alexander stated that she knows it has not been easy for Ms. Darden to go through the Board’s questions.  She added that she was a little concerned that the Board is just hearing about the budget issues.  Mrs. Alexander said that she wanted to give Ms. Darden the opportunity to explain when this should have been brought to the Board.  

Ms. Darden answered she should have raised the issue sooner.  The Budget Analyst, Josh Splinter, was hired and started doing quarterly projections working with the programs to identify the cuts.  She added that she had not identified early enough that it was going to come to this point.  Budgets were being reviewed as they were laid out in the General Appropriations Act.  Projections for the budget indicated that we would have the savings.  The percentages that are shown in the Finance Committee looking back did not raise a red flag.  Ms. Darden stated the fault was hers.  She added this needed to be laid out specifically for the Board so that there is a clear understanding of what is collected and what is committed.  The red flag was raised in May when it became apparent that possible action would have to be taken when May’s payroll was processed.  In the future, it will be made transparent for the Board.

Mrs. Alexander said that the budget from last year looks different.  Ms. Darden answered that the personnel budget is the same.  Ms. Darden stated that the operating budget is different due to its being summarized and condensed.  She added that this budget goes into detail to show where things can be precisely decreased.  Ms. Darden added that 90 percent of the budget is for salaries and wages.

Mr. Sonnenberg asked if the teacher preparation programs will take a hit.  Ms. Darden answered they would not because they are funded with $900,000 from federal funds.  Funding for the mentors and two salaries in that strategy will remain.

Mrs. Prause added that SHARS is a huge way to recoup and make money for a district. She added she was looking at the fee TSBVI pays.  She asked for the name of the company used for billing and Ms. Darden stated it was Texas State Billing Services.

Bobby Druesedow made a motion to approve the operating and personnel budgets as presented to the Board and Mike Hanley seconded the motion.  All board members were in favor of the motion and the motion carried.

Consideration of Superintendent’s Salary for 2018-2019:  

Mr. Muniz announced that the Board would recess the open session and convene in a closed meeting at 9:15 a.m. to discuss agenda item #6 – ‘Consideration of Superintendent's Salary for 2018-2019' in conformance with Texas Government Code Section 551.074 – Personnel Matters.”

Mr. Muniz announced at 9:44 a.m. that the Board would convene in open session.  He stated for agenda item #6 Consideration of Superintendent’s Salary for 2018-2019 there would be no action taken.

Consideration of Approval to Transfer Funds between Budget Codes:  

Ms. Darden stated that the Board was requested to approve or provide the Superintendent the authority to transfer funds between funding strategies.  She explained that the Legislature and the General Appropriations Act authorize these transfers between strategies up to 20 percent.  

Mary Alexander moved to approve approval to transfer funds between budget codes and Bobby Druesedow seconded the motion.  All board members where in favor of the motion and the motion carried.

Consideration of Approval of Legislative Appropriations Request (LAR) for the 2020-2021 Biennium:  

Mr. Daugherty explained the items to be addressed in the Legislative Appropriations Request for the 2020-2021 Biennium.

Approval of Administrator’s Statement:

Mr. Daugherty explained the Administrator’s Statement and the items listed within it.  The Vision, Mission and Philosophy statements are agreed upon by the Board every year and can be changed at the Board’s discretion.  School Governance is updated to list the new Board Members.  General Introduction explains the School and what it provides. No significant changes in policy were noted.  Significant Changes in Provision of Services is updated to state the savings in travel plan and the use of technology and video-on-demand services to increase participation rates among students who might otherwise not come to the TSBVI campus.  Significant Externalities explains how Texas as a whole is regarded as a leader in the education of students who are blind, visually impaired, or DeafBlind.  The system developed between the Education Service Center system and the two university programs has resulted in a statewide culture of continuous improvement and innovation that looks to TSBVI for leadership and assistance.  New funding (exceptional items) being requested includes increase general revenue funds, improved compensation for direct care employees to reduce turnover and fill critical vacancies, school campus safety and security upgrades and Centralized Accounting and Payroll/Personnel System (CAPPS) Implementation.

Lee Sonnenberg moved to approve the Administrator’s Statement as presented to the Board and Mary Alexander seconded the motion.  All board members were in favor of the motion and the motion carried.

Consideration of Superintendent’s salary for the Legislative Appropriations Request (LAR):

Mary Alexander moved to approve the proposed language for the LAR regarding the Superintendent’s salary for the next biennium and Dan Brown seconded the motion.  All board members were in favor of the motion and the motion carried. 

Approval of proposed exceptional items:

Julie Prause moved to approve the proposed exceptional items as presented to the Board and Lee Sonnenberg seconded the motion.  All board members were in favor and the motion carried. Consideration of proposed riders and special provisions: Ms. Darden stated that the riders are basically amendments to our bill pattern in the General Appropriations Act.  Most of the riders presented just have updates to the dates that were included in the previous General Appropriations Act.  She noted that, in the Capital Budget, Instructional Materials and Technology historically had been requested at $300,000.  Last session due to budget cuts that had been reduced.  A new instructional technology coordinator, Dan Hampton was hired and is working on providing an estimate of needed funding so the amount may be adjusted.

Mary Alexander moved to approve the proposed riders and special provisions as presented to the Board and Brenda Lee seconded the motion.  All board members were in favor and the motion carried.

Consideration of Approval of New Contract Staff:  

Mr. Daugherty listed the new contract staff: Amy Baxter, Teacher; Helen Benton, Teacher; Emily Coleman, Outreach Director; Sarai Hernandez, Teacher; Karen Johnson, Teacher; Michelle Jones, Teacher; Savanna Jones, Residential Teacher; Michelle Molnar, Collaboration Specialist; Tony Salinas, Teacher; Laurel Taylor, Teacher; and Carla Wright, Speech Language Pathologist.

Joseph Muniz wanted to know how many of the named staff came through the teacher preparation programs.  Mr. Daugherty answered quite a few came through the teacher preparation program.  Mr. Muniz commented on the good that has been done as a result of the funds requested from the Legislature.  Mr. Daugherty added that it absolutely has.

Bobby Druesedow moved to approve the new contract staff as submitted and Mary Alexander seconded the motion.  All board members were in favor of the motion and the motion carried.

Consideration of Approval of Physicians’ Contracts Approved for the 2018-2019 School Year:  

Bill Daugherty listed the physicians and their contracts.  Physicians named were:  Dr. Ashley Gonzalez and Dr. Kenneth L. Hargrave and a contract for low vision evaluations for Northwest Hills Eye Care.

Bobby Druesedow moved to approve the Physicians’ Contracts for the 2018-2019 School Year as submitted.  Lee Sonnenberg seconded the motion.  All board members were in favor of the motion and the motion carried.

Discussion on School Safety:  

Mr. Muniz announced at 10:07 a.m. that the Board would recess the open session and convene in a closed meeting to discuss the item listed under agenda item #11 – ‘Discussion on School Safety’ in conformance with Texas Government Code Section 551.076 – Deliberation Regarding Security Devices or Security Audits.

At 11:13 a.m., Mr. Muniz stated that the Board would convene in open session and added that no action was taken on agenda item.

Discussion of Initiating the Superintendent’s Formative Evaluation at the September Board Meeting:  

Mr. Muniz explained the formative evaluation is technically the mid-year evaluation for the Superintendent.

Kate Mainzer stated that she will provide the Board through email copies of the evaluation of the Superintendent that was prepared in January as well as goals and status of progress towards reaching those goals so that the Board may conduct the Superintendent’s formative evaluation at the next meeting of the Board.

 

Discussion of Initiating the Internal Auditor’s Formative Evaluation at the September Board Meeting:  

Mr. Muniz stated that Mrs. Mainzer will follow the same process as for the Superintendent’s evaluation.  Mrs. Mainzer added that, since Mr. Long has been with the agency a short time and has not been formally evaluated, she will only send the evaluation form itself to provide a better understanding of how he will be evaluated in January.  

Consideration of Future Board Meeting Topics and Training Sessions:  

Susan Houghtling discussed future board meeting topics regarding training and asked the Board if they would like any training brought to TSBVI. She added that she would be sending information to the new board members regarding their requirements for training.  

Mrs. Alexander asked for clarification of the new Senate Bill 1566 training requirement.  Ms. Houghtling answered that she had contacted TEA to discuss whether the training is required for TSBVI board members since the School is accredited differently than local school districts.  TEA told her that the training does not apply to the TSBVI Board.

Joseph Muniz asked if the Board had any input.  Mrs. Alexander suggested that new board members contact Mr. Muniz with suggestions of training they might like.  Mr. Muniz asked the Board if they would like to have training at the September board meeting and Mr. Sonnenberg answered that he would prefer not since it is the TASB Conference weekend.  Board members agreed.  Mr. Muniz stated there would be no training in September and they would discuss the subject again at the next meeting.

Consideration of Approval of TASB Delegate and Alternate:  

The Board discussed the duties of TASB delegates and alternates.  Mr. Muniz stated there would be no action taken on this item.

Announcements:  

Mrs. Alexander announced that her son graduated with his bachelor’s degree and added that it is directly attributed to the concepts her learned at Texas School for the Blind and Visually Impaired.  She added her family is excited for him and appreciative of what the School has done for him.      

Adjournment:  

Bobby Druesedow made a motion to adjourn the board meeting and Lee Sonnenberg seconded the motion.  All board members were in favor. The motion carried and the meeting was adjourned at 11:27 a.m.

TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

Board Meeting Minutes

June 1, 2018 Meeting

  

Call to Order:  

Joseph Muniz called the meeting to order at 10:15 a.m.

Mr. Muniz introduced himself and read the Oath of Office and swore in the new board members Dan Brown, Brenda Lee, Julie Prause and reappointed board member Mike Hanley.

Introduction of Audience: 

Audience Members were as follows: Joseph Muniz, Board President, Michael Garrett, Board Member, Bobby Druesedow, Board Member, Dan Brown, Board Member, Mary Alexander, Board Member, Brenda Lee, Board Member, Mike Hanley, Board Member, Julie Prause, Board Member, Bill Daugherty, Superintendent, Susan Morrison, General Counsel, Veronica Lopez, Executive Assistant, Carrie Keith, Outreach Services, Allison Kemp, Short Term Programs, Kathi Garza, Short Term Programs, Nichelle White, Short Term Programs, Phoebe Williams, Short Term Programs, Nina Wibbenmeyer, Short Term Programs, Sara Merritt, Principal of Short Term Programs, Susan Haughtling, Director of Planning and Evaluation, Cyral Miller, Outreach Director, Carrie Farraje, Short Term Programs, Miriam Miramontes, Outreach Coordinator, Randall McAllister, Outreach Services, Brian Sobeck, Outreach Services, Lyn McAllister, Outreach Services, Larry Locke Husband of Linda Locke, Louise, Mother of Linda Locke, Linda Locke, Retiree, Tobie Locke, Son of Linda Locke, Cassie Locke, Daughter in law of Linda Locke, Trisha Locke, Daughter of Linda Locke, Ginger Locke Floyd, Daughter in law, Kate Mainzer, Human Resources Director, Paula Wilson, Career Education, Margaret Edwards, Short Term Programs, Katie Clarke, Comprehensive Programs, Erin Shadwick, Comprehensive Programs, Sharon Nichols, Outreach Services, Robbie Blaha, Outreach Services, Holly Cooper, Outreach Services, Liz Brown, Wife of Dan Brown, Matt Schultz, Outreach, Chris Tabb, Outreach, Dan Hampton, Information Resources Director, Kemp Long, Internal Audit Director, Miles Fain, Principal of Comprehensive Programs, Nantana Rulon, Retiree, G'Nell Price, Assistant Principal of Comprehensive Programs, Paula Castro, Comprehensive Programs, Angela Wolf, Comprehensive Programs, Scott Brackett, Short Term Programs, Amanda Fierro, Short Term Programs, John Rose, Short Term Programs, Debra Sewell, Curriculum Director, Cyrenna Villegas, Procurement Director, Pam Darden, Chief Financial Officer, Brian Mcdonald, Support Services Director, Amanda Hafer, Accounting Director, Josh Splinter, Budget Analyst, Tad Doezema, Assistant Principal of Comprehensive Programs, Lynn Robertson, Comprehensive Programs, Sarah Layton, daughter of Dan Brown, and Abigail and Aliza Wolf, daughters of Angela Wolf. 

Recognition of Retiring TSBVI Staff Members:  

Miles Fain and Joseph Muniz recognized retirees Robbie Blaha, Holly Cooper, Margaret Edwards, Linda Locke, Sharon Nichols, and Nantana Rulon for their service to the Texas School for the Blind and Visually Impaired.

Public Comments/Open Forum:  

There were no public comments.

Consideration of Approval of Minutes of April 6, 2018 Board Meeting:  

Mr. Druesedow motioned to approve the Board minutes as submitted. Mr. Garrett seconded the motion and the Board voted unanimously to approve the minutes from April 6, 2018.

Report from the Finance Committee:  

Oath of Office for reappointed board member Michael Hanley: 

Mr. Garrett reported that Mike Hanley had been re-appointed to the Board.

Consideration of approval of board policies: 

Policies were approved separately in terms of the amended policies and one adopted policy.

Motion came from the Finance Committee therefore no second was needed. The Board voted unanimously to approve the Board policies.

CDC (TSBVI)        Other Revenues:  Gifts and Solicitations

CE (TSBVI)           Annual Operating Budget

CFA                      Accounting:  Financial Reports and Statements

CHB (TSBVI)       Purchasing and Acquisition:  Petty Cash Accounts

CKA                     Safety Program/Risk Management:  Inspections

CPAB                   Office Communications:  Mail and Delivery

CRF (TSBVI)       Insurance and Annuities Management:  Unemployment Insurance Policy

DED (TSBVI)       Holidays

DHB                     Employee Standards of Conduct:  Report to State Board of Educator Certification

DHF (TSBVI)       Employee Standards of Conduct:  Fraudulent Action Against TSBVI

DI (TSBVI)           Employee Welfare

DIA (TSBVI)         Employee Welfare:  Freedom from Discrimination, Harassment and Retaliation

DMBA (TSBVI)     Special Programs Training:  Training Related to Visual Impairment

GKC                     Community Relations:  Visitors to the School

Consideration of approval of Investment Report: 

Mr. Garrett reported that the Committee reviewed the report and the balance as of April 30, 2018 was $793,005.61.

Total earning for the period was $4,250.03. Investments include: two CD's from First

National Bank of Bellville for $100,000 each and one CD at ABC Bank of Austin in the

amount of $240,000. The Legacy Money Market account total was $201,298.90 and the

Texas CLASS Investment Pool account total was $150,418.02. Mr. Garrett stated these

Were the totals from the Investment Report.

 

Motion came from Committee to approve the Investment Report therefore no second

was needed. The Board voted unanimously to approve the Investment Report.

Consideration of approval of receipt of gifts and donations of over $500: 

Mr. Garrett stated for the period there were two donations of over $500: one for $3,000 from the Point Venture Lion Club and one for $5,000 from the Beken, Bell, Lewis, Hrozek Families and Friends/ Edward Allison, Remax Realtors. The total for the period was $8,000.

Motion came from the Committee to approve the gifts and donations over $500 therefore no second was needed. The Board voted unanimously to approve the requests for expenditure of gifts and donations.

Consideration of approval of request for expenditure of gifts and donations: 

Mr. Garrett reported that there was a request for a designation of the $5,000 donation be allocated toward technology. 

Motion came from the Committee to approve the designation of donated funds therefore no second was needed. All Board members were in favor of the motion and the motion carried.

Review of budget reports:

Operating Budget Expenditure Report:  

Mr. Garrett reported that the benchmark for this time of the year is 67%. Classroom instruction was at 69%, Residential Program is at 69%, Summer and Short Term Program is at 36%, Outreach Technical Assistance 58%, Outreach Teacher Preparation 42%, Central Administration 66%, Other Support Services 52%, and total State Treasury Budget 63%.

Legacy Revenue Budget Report:  

Mr. Garrett stated that the Legacy Revenue as of April 30, 2018 was $632,870.31. These categories came from the totals as follows: Broday Trust $602,903.64, Oil and Gas Royalties $741.53, Farm Rent $24,975.11, and Interest Income $4,250.03.  

Legacy Operating Expenditure Budget Report: 

The Legacy Expenditures for the period was $567,799. 

Mary Alexander stated that she knew there would be a report on Nolan Farm so she would save her question of why the revenue is so much higher than projected.

Report on Nolan County Farms: 

Mr. Garrett stated that Pam Darden and Josh Splinter visited the farms earlier in May and said the properties were well cared for. They visited with both lessees. One of them is pleased with the way things were going and the other is questioning whether irrigation could be installed. Per their discussion, the staff will do some cost analysis work, based on prices, yield, and if the installation could be paid for within a year. The Board will await the cost analysis work.

Ms. Alexander asked about the insurance payment for the loss of crops due to the drought.

Ms. Darden reported that one of the crops failed. There was one insurance payment for the loss of the crop and not for the production and the sale of the cotton. The other farm made their crop so TSBVI received those funds. The projections were made from the previous year. This past year both crops were successful therefore revenue increased. Ms. Darden added there is now a better understanding that will help with their projections. 

Ms. Alexander stated that, as far as the irrigation system goes, a good idea would be to see what is normally done in that area. She said she knows when you are raising cattle you take the land the way it is as a lessor. Ms. Darden stated that Mr. Fuller requested that TSBVI assist or pay for the drilling of the wells and also for the pumps. That cost would be about $10,000 and $12,000 per well. Mr. Fuller would provide the equipment for the field. Ms. Darden added the two farms are less than one mile apart and one crop succeeded and the other did not. Ms. Darden said that these are the things that will be  considered when making the decision.  

Mr. Muniz stated that, as far as legalities, it is something that the Board can act on independently. He asked if they will need to consult with the General Land Office. Ms. Darden stated that she had not looked into that subject. She said that, if it is something TSBVI can do, it will be brought forth and presented to the Board with the cost analysis.

Mr. Daugherty added that there are various factors that will be looked into and assured that staff will do so diligently. 

Mr. Muniz asked someone to give new board members a briefing of the farmland owned by TSBVI. Mr. Daugherty called on Pam Darden to give a synopsis of the farmland that TSBVI owns. Ms. Darden explained that the farmland was originally owned by Mary Prior who willed it to the School. Part of the agreement is that TSBVI maintain her cemetery plots, which is being done. Mr. Garrett inquired about the size of the land. Ms. Darden answered that one plot is 160 acres and the other is 87 acres.

Mr. Garrett reported that the weather repairs at the Superintendent's residence are moving forward. He added that the other construction projects are moving forward. Safety and Security issues are being taken into consideration and being addressed. Lastly, Information Resources is addressing cyber security for TSBVI systems.  

Report from the Program Committee:

Oaths of Office for newly appointed board members: 

Mr. Muniz stated that it was his pleasure to give the Oath of Office to the new Board Members.

Report from Short-Term Programs Principal:

Short-term Program attendance:  

Mr. Muniz reported that the attendance numbers have grown with attendees from across the state. The areas that have been underrepresented or even had no representation at all now have accessed TSBVI. He added that it is being made possible through the distance education infrastructure TSBVI offers. 

Mr. Muniz expressed on the Board's behalf his great appreciation to the Legislature and the Governor's office for approving the Appropriations Request, that is now paying dividends to the visually impaired students who are able to access these services. Mr. Muniz added the infrastructure allows the School to do so much more, not only for visually impaired students but for professionals as well.

Report from Comprehensive Programs Principal:

School Health Advisory Council’s activities and recommendations:  

Mr. Muniz stated that he had stepped out of the report meeting and asked Ms. Alexander to give the report. She reported that Shelly Allen discussed what they had done last year with students and healthy eating habits. This year they are doing the same things but hope that this year these habits will be better attended due to what they have practiced and learned throughout last year. Ms. Alexander added that they have done a great job in the past year. Mr. Muniz stated that when he re-entered the meeting it was encouraging to hear about the students healthy eating habits. Ms. Alexander added that salad bar has been added as an option for evening meals. There are funds being spent to make that available to students, however, they definitely think it should continue.

Consideration of approval of “Unhushed” sexual education curriculum:  

Mr. Muniz stated that Debra Sewell gave a great report. He added that it is a very important topic and that he is pleased with the school's process. Counselors are present and available for students to talk to in the case questions or concerns may arise.

Program Committee recommended approval of the “Unhushed” Sexual Education Curriculum. Motion came from Committee therefore no second was needed. The Board voted unanimously to approve the “Unhushed” sexual education curriculum.

Consideration of approval of recommendations of the Instructional Materials Committee:  

No action was needed due to their not being any changes.

Report from Outreach Program Director:  

Update from Outreach:  

Mr. Muniz asked Mary Alexander to report on the update from Outreach.

Ms. Alexander reported that there is a collaboration between Short Term Programs and Outreach that keeps growing. The collaboration is important because it benefits TVI's and parents. There are also a number of online classes TSBVI has that are directly related to the having new facilities that help facilitate the needs of the School and community. 

Report from the Audit, Compliance, and Management Review Committee: 

Consideration of approval of board policies:  

Mr. Muniz stated that he was pleased with the productivity and work being done on the backlog of policies.

The Committee recommended to approve the amendment of policy BBA, adoption of policy BBBD, amendment as revised for policy BBC, amendment of policy BBE, amendment as revised for policy BED, adoption of policy BG, amendment of policy BJA, amendment as revised for policy GBA, amendment as revised for policy GBAA. 

Motion came from the Committee therefore no second was needed. The Board voted unanimously to approve the board policies. 

Report from the Internal Auditor:

Mr. Long reported on the risk assessment and identification process. Mr. Long reported the number of hours he proposes to dedicate to each identified area: Cyber Security will have a 500-hour plan, Grants Administration/Grants Management will have a 250-hour audit plan, and CAPPS for fiscal year 2018-2019 will have a 200-hour audit plan. 

Mr. Long gave the opportunity for questions. Mr. Hanley explained his understanding of the chart given to the Board showing the level of risks. His understanding of the color coding was if it is red then it means it is high risk, therefore, it is being monitored closely. Mr. Long stated that Mr. Hanley had the correct understanding of the chart and added that all of the items have been looked into. 

Mr. Muniz added one point that Dan Brown brought forth was that accessibility of the CAPPS system should be addressed so that it is accessible for staff. Mr. Garrett added that they also talked about accessibility of the CAPPS program in the Committee meeting. Dan Hampton said it has been brought to his attention and it will be looked into. Mr. Daugherty added that he anticipates that there will be some accessibility issues of the new program. However, they will be hands on and learn a lot about the level of accessibility. TSBVI is already in contact with the Comptroller's office in regards to these points and issues. There will be training and top accessibility people on campus that will be dealing with the issues. Mr. Druesedow added he used the program three years ago and he is sure there has been some change. It may be accessible but it is up to the user. Mr. Brown added that he appreciated the fact that Mr. Daugherty assures that there will be training. He firmly believes that even if it is made accessible the availability of training materials is crucial. There often times is a gap in the demonstration of the software and accessibility. 

Consideration of approval of Internal Audit Plan:  

Motion came from Committee to approve the Internal Audit Plan therefore no second was needed. The Board voted unanimously to approve the Internal Audit Plan.

Report from the Personnel Committee:

Consideration of approval of internal auditor evaluation instrument:

Mr. Muniz reported that the Personnel Committee met on Thursday May 31, 2018 and the charge of the Committee was to address the evaluation instrument after the recommendation of a new appraisal instrument.

Ms. Mainzer and Mr. Long contributed to the changes made to the instrument. Mr. Muniz added that he was very pleased with the new appraisal instrument. Ms. Alexander and Mr. Garrett both reviewed it as well. They did make one change to the instrument that there be an evaluation of the Internal Auditor's working relationship with the Board.

The Personnel Committee voted to approve the Internal Auditor Evaluation Instrument as revised therefore no second was needed. The Board voted unanimously to approve the Internal Auditor Evaluation Instrument.

Consideration of Approval of New Contract Staff:  

Mr. Daugherty listed the additions of new contract staff for the Board’s approval. He added that there will be additional contract staff before the summer is over.  Mary Alexander asked when the Board will be approving the new staff. Ms. Mainzer answered they will need to be approved this board meeting and again in August’s board meeting. 

Ms. Alexander moved to approve the new contract staff as presented. Mr. Garrett seconded the motion. All Board members were in favor of the motion and the motion carried.

Consideration of Approval of Appraisers for the Teacher Appraisal Process: 

Mr. Daugherty stated that the following would be teacher appraisers: Miles Fain, Principal, G'Nell Price, Assistant Principal, Eden Hagelman, Assistant Principal and Tad Doezema, Assistant Principal. Mr. Muniz asked what the purpose of the appraisal process was. Mr. Daugherty answered it is part of the teacher evaluation process. There is a new teacher appraisal system and individual specific goals for each teacher. It is a much more involved process. The appraisers are qualified, therefore, the appraisal task is in good hands.

Mary Alexander moved to approve the appraisers for the teacher appraisal process. Brenda Lee seconded the motion. All Board members were in favor of the motion and the motion carried.

Consideration of Approval of the Agency Strategic Plan for Fiscal Years 2019-2023:  

Mr. Daugherty stated that every other year TSBVI and all other state agencies submit a Strategic Plan to the Legislative Budget Board. The Strategic Plan is largely a budget document. In the Strategic Plan it gives the opportunity to bring forth items that might be coming from a rule, law, regulations standpoint, or funding issues. It is signaled in our Agency Strategic Plan that we are going to ask for general revenue funding. TSBVI has been flat funded in general revenue for a while and the budget is getting tighter.

Mr. Daugherty stated he would like for the Board to consider the Strategic Plan that will be submitted to the Legislative Budget Board on Friday June 8, 2018. There will be clarifying language that will be added to make the plan a better submission. The two areas are: 1. campus security upgrades that will be monitored over the summer and school safety issues, both personnel and structural and 2. Residential Instructors, Teacher Assistants, and Nurses are running into problematic job market issues in regards to pay. There are fast food establishments that pay employees what we pay our beginner RI's. With cost of living increasing, TSBVI will ask for additional funds. The Strategic Plan will be submitted with these items added.

Mr. Hanley asked what the qualifications are for a Residential Instructor. Mr. Daugherty stated that it is high school graduation and some college hours. Mr. Druesedow added that it is an entry level position. Mr. Daugherty stated that he wants to continue to offer paths of career growth for them. Very typically what will happen with our RI's is when a TA position opens up they will switch over to that position. It is good for them to be able to develop more of their instructional capabilities. TSBVI has a nice system with its two universities to get their degrees. We just need to bring some money into that system.

Ms. Alexander asked for clarification regarding if the Board is approving the Agency Strategic Plan knowing that there will be additions. Mr. Daugherty answered that he is asking the Board's permission to allow the last minute changes and make a clear signal of what we intend to do.

Mr. Druesedow moved to approve the Agency Strategic Plan for fiscal year 2019-2023 with the Superintendent’s recommended changes. Ms. Alexander seconded the motion. All Board members were in favor of the motion and the motion carried. 

Review of 2018-2019 Annual Improvement Plan (Bill Daugherty):  

Mr. Daugherty said the topic is a review of the Annual Improvement Plan because the Board had seen the plan before. Formerly it did not have any Action Plan detail, which is now included.

Mr. Garrett stated that he is pleased to see that all throughout the plan it mentions striving for academic excellence. Now the other concern he has is that problem solving and critical thinking are not addressed. He would like to see that it is brought to the Board’s attention that the students are learning and using problem solving techniques. Mr. Daugherty added that he would get together with Mr. Fain and Ms. Sewell to bring forth where in the document that may be. Mr. Muniz asked that he puts his findings in an off-month report or email to the Board.

Discussion of Development of Board Operating Procedures:  

Susan Morrison introduced herself. Ms. Morrison explained the Board Operating Procedures. She stated Mr. Muniz and herself have been discussing topics that will help the trustees, especially new Board members, acclimate to their positions. Basically they are trying to avoid liability and the problems that come up in establishing and maintaining the proper relationship between the Board, administration, students, employees and the public. Topics include chain of command such as going through the Board President for putting items on the agenda, preparing for board meetings, visits to the classrooms, access to staff when you are on campus, confidentiality and executive sessions. Mary Alexander stated that after seeing the Operating Procedures she would suggest adding information like training hours required per year, how many times you will see certain reports, and what the process for travel is. Mr. Druesedow added the resources for such trainings would be helpful. Ms. Alexander asked who she should contact during this process. Mr. Muniz stated that she could email Susan Morrison and cc him.  

Report from the Superintendent:

Campus visitors: 

Mr. Daugherty reported on the campus events: on May 1, 2018 a meeting of the Personnel Prep Advisory Group (PPAG) and a May 2 meeting of the Texas Action Committee for the Education of Students for the Blind and Visually Impaired. They are unique to Texas. TSBVI pulls everyone together, representatives from school districts, service centers, parents, adult services, and early childhood services to talk about the big issues that are going on today. It is one of the great and wonderful things about our school and our state. In most ways Cyral Miller is the engine that drives this.

Campus activities: 

Mr. Daugherty reported on some of the activities going on around campus. In Short Term Programs, the In the Driver's Seat program took place. It is an introduction to safe driving with low vision. It helps teenagers and their parents work through the issues on whether they can drive or not. The program was well attended. 

Distance Education is coming on strong. There is going to be a growing percentage of enrollment of kids that are participating in this. Lastly, on the Outreach program, the Mentor Center brings in teachers that are becoming certified as teachers of the Visually Impaired. It really ties people to TSBVI as partners from the very beginning of their career and throughout it.

Mr. Daugherty added that there were a lot of things going on around campus; most of it culminating yesterday with graduation.

Mr. Muniz stated the Distance Education Infrastructure came up two times today. He asked if the infrastructure is about where they planned it would be. Mr. Daugherty answered that Allison Kemp has been putting this together from the infrastructure stand point. We have more people learning how to do it and being more comfortable with the process. The equipment and the way you do it is always evolving. However, what we have right now works well. We are keeping an eye out on any new technology that might help us. The Legislature gave us additional funding to pay personnel and that is paying off now. 

Mr. Muniz recognized the Superintendent and staff who did a great job at graduation. Ms. Alexander recognized the staff and cafeteria staff. Mr. Brown added that graduation was very special and the way every graduate got special attention was great. Ms. Lee added that she enjoyed the graduation. Ms. Prause stated that she really enjoyed the guest speaker. Mr. Druesedow added it was nice to see her because she was a student in his class.

Consideration of Approval of Dates for 2018-2019 Board Meetings and Training Dates and Discussion of Summer 2018 Board Meeting:  

Susan Houghtling reported on the dates for Board Meetings and training dates.

Board Members discussed the dates August 9 and August 10. It was decided that August 9 start time will be 1:00 p.m. and August 10 start time will be 8:00 a.m. The orientation date for new Board Members will be August 9 at 9:00 a.m. 

All other proposed board meeting dates were discussed and worked for a majority of the Board.

Ms. Houghtling listed the training hour requirements for the new board members. Orientation must be done within 120 days after appointment to the Board. Open meeting training must be done within 90 days of taking the oath of office. Public Funds Investment Act training needs to be done within 6 months of taking office. Texas Education Code orientation must be done within 120 days of service. Contract management training and 10 hours of continuing education should be done within the first 12 months of service.

Mr. Druesedow motioned to approve the calendar as submitted. Mr. Hanley seconded the motion. All Board Members were in favor of the motion and the motion carried. 

Discussion of Future Board Meeting Topics:  

No Board meeting topics were brought forth.

Appointment of Board Committee Members, Chairpersons and Vice-Chairpersons:  

Board President, Joseph Muniz appointed to the Finance Committee: Michael Garrett as chair, Bobby Druesedow as vice-chair and Dan Brown as a member. Mr. Muniz appointed to the Audit Committee: Mary Alexander as chair, Mike Hanley as vice-chair and Joseph Muniz as a member. Mr. Muniz appointed to the Program Committee: Lee Sonnenberg as chair, Brenda Lee as vice-chair and Julie as a member.

Announcements:  

Mr. Garrett announced his fourth great grandson named after him. Ms. Lee thanked the Board for the opportunity to serve as a Board Member. Ms. Prause also announced her appreciation and admiration of the School. Mr. Brown expressed his appreciation to the staff and board members for the work that they have done. Mr. Daugherty added that TSBVI is pleased with the addition of the new board members and thanked them for serving as board members.

Adjournment:  

At 1:11 p.m. Mr. Druesedow made a motion to adjourn. Mr. Garrett seconded the motion. All Board members were in favor of adjournment and the meeting was adjourned at 1:11 p.m.

TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

Board Meeting Minutes

April 6, 2018 Meeting

  

Call to Order:  

Joseph Muniz called the meeting to order at 9:48 a.m. 

Mr. Muniz introduced himself and ask other board members to do so as well.   Ann Corn, Caroline Daley, Michael Garrett, Bobby Druesedow and Lee Sonnenberg were present.  Mary Alexander and Mike Hanley were not present.

Introduction of Audience: 

Audience members were as follows:  Susan Morrison, General Counsel; Bill Daugherty, Superintendent; Vicki Weston, Superintendent's Assistant; Miles Fain, Principal of Comprehensive Programs; Dan Hampton, Director of Information Resources; Sara Merritt, Principal of Short-Term Programs; Kate Mainzer, Director of Human Resources; Cyral Miller, Director of Outreach; Jaye Stepp, Internal Auditor:  Kemp Long, Internal Auditor; Susan Hauser, Director of Center for School Resources; Mike Wolszon, Guest; Mary Mangan, Information Resource Staff; Kristi Sprinkle, Information Resources Web Administrator; Amanda Hafer, Director of Accounting; Brian McDonald, Director of School Support Services; Joshua Splinter, Budget Analyst; Pam Darden, Chief Financial Officer; Avery Saxe, Budget Analyst for the Legislative Budget Board;  Susan Houghtling, Director of Planning and Evaluation and Veronica Lopez, Administrative Assistant.

Recognition of Retiring TSBVI Staff Members:

Jaye Stepp, Internal Auditor received a plaque recognizing her ten years at TSBVI and her retirement. 

Public Comments/Open Forum:

Mike Wolszon, former Information Resources Director was out of town when his plaque was presented. Mr. Wolszon wanted to express his appreciation to the Board and talked a bit about his time at TSBVI.

Consideration of Approval of Minutes of January 25 & 26, 2018 Board Meetings: 

Michael Garrett made a motion to approve the minutes from the January 25 & 26, 2018 Board Meetings.  Bobby Druesedow seconded the motion and the Board voted unanimously to approve the minutes.

Report from the Finance Committee: 

Consideration of approval of board policies:

The Committee recommended amending the following policies with minor clerical changes noted during the Committee meeting:

CBA-State and Federal Revenue Sources:  State

CFC-Accounting:  Audits

CK-Safety Program/Risk Management

CKB-Safety Program/Risk Management:  Accident Prevention and Reports

CKC-Safety Program/Risk Management:  Emergency Plans

CKD-Safety Program/Risk Management:  Emergency Medical Equipment and Procedures

CL-Building, Grounds, and Equipment Management

CNB-Transportation Management:  School-Owned Vehicles

CNC-Transportation Management:  Transportation Safety

CO-Food Services Management

COA-Food Services Management:  Food Purchasing

CQ-Technology Resources

CQA-Technology Resources:  TSBVI and Classroom Websites

The motion to approved came from Committee therefore no second was needed and the Board voted unanimously to approve the amended policies.

The Committee voted to adopt the following policies:

CJ-Contracted Services

CJA-Contracted Services:  Criminal History

CKE-Safety Program/Risk Management:  Security Personnel

COB-Food Services Management:  Free and Reduced-Price Food Program

The motion to approve adoption of the new policies came from Committee therefore no second was needed and the Board voted unanimously to adopt the new policies.

Consideration of approval of Investment Report: 

The Committee recommended approval of the Investment Report for first six months of fiscal year 2018 ending February 28, 2018.  The balance as of February 28, 2018, was $888,270.88. Total earnings for the period was $5,517.02.  The investment portfolio consists of:  two CD’s at First National Bank of Bellville in the amount of $100,000 each; one CD at ABC Bank of Austin in the amount of $240,000; Legacy money market and checking accounts totaling $298,295.26; Texas CLASS Investment Pool in the amount of $149,975.62. 

The motion to approve the Investment Report came from Committee therefore no second was needed and the Board voted unanimously to approve the Investment Report.

Consideration of approval of receipt of gifts and donations of over $500: 

Mr. Garrett reported that the Committee reviewed the Donations Report for the first six months of fiscal year 2018.  Mr. Garrett said that TSBVI had received a total of $14,092.65 in donations.  Mr. Garrett stated that the Committee approved the receipt of one donation over $500.00 which was from Delta Gamma Foundation in the amount of $4,398.02. 

The motion to approve the receipt of gifts and donation came from Committee therefore no second was needed and the Board voted unanimously to approve. 

Mr. Garrett stated that the funds were designated to buy a tricycle for the elementary school. 

The motion to approve the receipt of donations over $500 came from Committee therefore no second was needed and the Board voted unanimously to approve. 

Mr. Muniz asked Mr. Daugherty about the tricycle.  Mr. Daugherty said he had not seen this particular tricycle but that it was probably considered a medical device thereby the high cost.  Sara Merritt explained that the staff and student rode the device together and allowed students of varying abilities to participate.  Mr. Muniz asked Mr. Daugherty to express the Board's appreciation to Delta Gamma for all of the wonderful work they do for TSBVI. 

Review of budget reports

Operating Budget Expenditure Report: 

Mr. Garrett stated that the Committee reviewed the Operating Budget Expenditure Report.  Mr. Garrett reported that the benchmark for expenditures as of February 28, 2018, was 50%.  The following are the percentage reported for each strategy:  Classroom Instruction 52%, Residential Program 52%, Summer and Short Term Programs 27%, Related and Support Service 52%, Outreach –Technical Assistance 43%, Outreach – Teacher Preparation 20%, Central Administration 49%, Other Support Services 40%, and the Total State Treasury Budget Expended was 47%.   

Legacy Revenue Budget Report: 

Mr. Garrett reported that revenues received as of February 28, 2018, were $418,590.52.  Mr. Garrett said that this total consisted of revenue from the following sources:  Broday Trust Income - $392,653.69, Oil & Gas Royalties - $495.78, Nolan County Farms - $19,924.03 and Interest Income - $5,517.02. 

Legacy Operating Expenditure Budget Report:

Mr. Garrett reported that the benchmark for Legacy expenditures through the second quarter of fiscal year 2108 was 50% and expenditures as of February 28, 2018, totaled $386,989.  He also stated that this was 35% of the Legacy Operating Budget.

Mr. Garrett asked Pam Darden to report on what was said at the Finance Committee meeting regarding the Nolan County Farm revenue.  Ms. Darden stated that she has made contact with the farmers working the land and the co-op the funding goes through.  Ms. Darden said that she would be making a trip to the farm land in late April or early May.  She stated that she would be review the receipt of crops for the last year in which TSBVI received $10,000.  She further stated that this year TSBVI has received $19,000.   During the upcoming meeting, Ms. Darden said that they would be reconciling the accounts and developing a clearer understanding of what revenues are based on so they she can project future revenues.  Mr. Muniz stated that he would like for the land to be seen regularly in the future.  Mr. Garrett stated that Ms. Darden is working on the Legislative Budget Request and would have more news on that later. 

Mr. Garrett stated that Dan Hampton reported that his main project at the moment is the website update.  Mr. Garrett continued saying that Brian McDonald reported that the repairs on the Superintendent's house should begin shortly and take about three weeks to finish.  With that, Mr. Garrett concluded his reports. 

Report from the Program Committee

Consideration of approval of board policies: 

Lee Sonnenberg stated that consideration of approval of Board Policy FP- Student Fees and Fines was brought forth. TSBVI does not charge student fees therefore it was recommended that policy FP- Student Fees and Fines be deleted.

The motion to delete the policy came from Committee therefore no second was needed and the Board voted unanimously to delete policy FP Student Fees Fines and Charges.

Mr. Sonnenberg stated that the Committee considered approval of the School’s calendar for 2018-2019.  Mr. Sonnenberg said that Miles Fain reported that the calendar mirrored AISDs calendar with the exception that TSBVI has one week longer for the winter break.  Mr. Sonnenberg also stated that Caroline Daley asked how that would affect the students who attend AISD schools.  Mr. Sonnenberg reported that the AISD teachers accommodate TSBVI’s schedule so it does not adversely affect our students.  Mr. Sonnenberg stated that the Committee recommended approval of the 2018-2019 school calendar.  Mr. Muniz stated that the cooperation TSBVI and AISD have is a very good relationship.  Mr. Daugherty agreed wholeheartedly discussing some of the ways the relationship has developed.  Mr. Daugherty also stated that AISD has now begun to charge TSBVI for students attending their classes which would probably cost in the range of $30,000 per year.  Mr. Daugherty also stated that the same would be holding true for Texas School for the Deaf. 

The Board voted unanimously to approve the TSBVI calendar for 2018-2019. 

 

Report from Outreach Director, Cyral Miller: Report on the major statewide conferences this year:

Intervener Model, SWOMA, Advanced DB Practitioner, Online O&M Symposium, TX Focus, and Low Vision: 

Mr. Sonnenberg reported on the major statewide conferences this year including; Intervener Model, SWOMA, Advanced DB Practitioner, Online O&M Symposium, TX Focus, and Low Vision.  Mr. Sonnenberg stated that it was exciting to see how much TSBVI staff were helping families and teachers across the state.  Mr. Sonnenberg asked Cyral Miller to email her report to all board members.  

Report from Short-Term Programs Principal, Sara Merritt

Summer Program applications and classes: 

Mr. Sonnenberg reported that applications for summer programs have closed with 480 applications completed and 359 students being placed for summer programs.  Mr. Sonnenberg continued saying that Ms. Merritt was expecting a slightly smaller number this summer based on the numbers received already.  Mr. Sonnenberg informed the Board that there are some new health care center regulations regarding documentation and medications. Last year they modified their Life Skills programs. They used to be mostly indoors. This year, instead of just working solely with the TVI, they also work with their Life Skills teachers. Last year they started a DeafBlind vocational program. It has grown from four students last year, to this year working with seven students. Mr. Sonnenberg expressed his excitement for these programs offered to students.

Report from Comprehensive Programs Principal, Miles Fain

Social Emotional Learning Update: 

Lee Sonnenberg reported on Social Emotional Learning.

Valerie Perwein, Courtney Wilson and Michael Clinkscales shared with Mr. Sonnenberg the programs implemented this last year regarding the social and emotional learning of students. They focus on the technology and their relationship with technology aspect of learning. They discuss digital citizenship, appropriate behavior, cyber bullying, and risky online relationships. Meetings are once a month after school and use technology in the meetings with students. They are building skills to handle technology responsibly. Mr. Sonnenberg added that students have responded greatly to it.

Report from the Audit, Compliance, and Management Review Committee

Consideration of approval of board policies BAA, BBC, BBD, BBG, BEC, DBA, DBAA: 

Joseph Muniz listed the policies presented for amendment: 

BAA-Board Legal Status:  Powers and Duties

BBC-Board Members:  Vacancies

BBD-Board Members:  Training and Orientation

BBG-Board Members:  Compensation and Expenses

BEC-Board Meetings:  Closed Meetings

DBA-Employment Requirements and Restrictions:  Credentials and Records

DBAA Employment Requirements and Restrictions:  Criminal History (amend)

Motion to amend policies as presented came from the Committee therefore no second was needed and the Board voted unanimously to approve.

Policies to be amended as suggested in the Committee: BE, DC, DEC, DHG.  

BE-Board Meetings

DC-Employment Practices

DEC-Compensation and Benefits:  Leaves and Absences

DHG-Employment Standards of Conduct:  Ethics

Motion to amend policies as suggested came from the Committee therefore no second was needed and the Board voted unanimously to approve.

 

Consideration of adopting language in Policy BBFA requiring Board members to file financial statements with the Board: 

Audit Committee made a motion that the Board not adopt the optional language in policy BBFA. All Board members were in favor of the motion.

Report from the Internal Auditor

Consideration of approval of Ethics Evaluation Report: 

All Board members were in favor of the motion to approve the Ethics Evaluation Report.

Audit recommendations tracking schedule: 

Mr. Muniz stated that this tracking schedule is a helpful tool that allows the Internal Auditor, the Superintendent and the Board to keep track of the status of pending recommendations from previous audit reports. The number of open recommendations are on a downward trend. There are twelve remaining open recommendations and they are close to completion.

Discussion of required TSBVI website postings: 

Mr. Muniz stated that the Board became aware that there was one instance of a required posting not being met. Yesterday, the Board asked for Mr. Daugherty to give an update on the matter of following regulation and statutory requirements for website posting and received a satisfactory response from Mr. Daugherty.

Discussion of campus security: 

Joseph Muniz stated this discussion happened in closed meeting, to provide Mr. Daugherty with topic expectations for future in depth discussion over campus security.

Consideration of Approval of Proposed Renewals and Nonrenewal of Staff Contracts: 

Mr. Daugherty stated that there are no nonrenewal. Cyral Miller is retiring so next to her listed name is “to be determined”.

Bobby Druesedow moved to approve proposed renewal of staff contracts. Mr. Sonnenberg seconded the motion. All Board members were in favor of the motion.

Review of Board Timelines for Strategic Planning Document: 

Mr. Daugherty stated that Susan Houghtling would be going over the next three topics.

Ms. Houghtling stated in the November 2017 Board meeting the proposed Strategic Planning process for the school and also timelines for planning were discussed. This timeline is put into place so that it gives the Board an idea of progress that is being made. The first timeline is for last summer where we had a two-day strategic planning session with many stakeholders from all over the state in which the Board participated. The next section talks about the fall of 2017 that was the November board meeting when we adopted our Vision, Mission, and Philosophy statements for the School as well as long-range goals. Also, in the fall the Board was presented with the achievement of objectives for the past fiscal/school year from the Agency Strategic Plan and the Annual Improvement Plan. Next, in January 2018, the Superintendent forwarded his Strategic Initiatives document to the Board for review. At the January board meeting, the Board provided feedback. At the April 2018 board meeting the Board was asked to approve the Agency Strategic Plan objectives, strategies and performance measures and also to approve the proposed objectives for the Annual Improvement Plan. Ms. Houghtling added the next step would be that the proposed goals, objectives, strategies and performance measures for the Agency Strategic Plan would be submitted to the Legislative Budget Board for approval. In June we will propose to the Board the consideration for approval of the entire Agency Strategic Plan. In June we will be submitting the Agency Strategic Plan to the Legislative Budget Board. At the summer board meeting we will bring before the Board for consideration the approval of the School’s Legislative Appropriations Request. In late August 2018 the Legislative Appropriations Request is submitted to the Legislative Budget Board.

Mr. Muniz stated that it is helpful to have these kinds of discussions on timelines.

Consideration of Approval of Agency Strategic Plan Goals, Objectives, Strategies and Performance Measures: 

Ms. Houghtling stated that every two years TSBVI, as a state agency, is required to develop a five-year Agency Strategic Plan. The Strategic Plan is prescribed in how we write it. It will appear different from any other long-range Strategic Plan you have seen. We have recently been given instruction for it so we are just beginning to write the narrative for that. In the meantime, on April 20 we are required to submit to the Legislative Budget Board, for approval any proposed changes to our current Strategic Plan’s, goals, objectives, strategies, and performance measures. Ms. Houghtling stated there are no changes to our Strategic Plan and we bring this before the Board for consideration of approval.

Mr. Muniz stated he would entertain a motion. Mr. Druesedow moved to approve and Mr. Garrett seconded the motion. All Board members were in favor of the motion.

Review of Needs Assessments and Proposed Action Plans and Consideration of Approval of Proposed Objectives for the 2018-2019 Annual Improvement Plan: 

Ms. Houghtling stated that annually school districts in Texas are required to develop District Improvement Plans and Improvement Plans for each campus. She added TSBVI is such a small campus we have a single district and campus plan. Texas Education Code also says the Board shall also adopt a Vision Statement, and comprehensive long-range goals for the district and the Superintendent, monitor progress towards those goals and establish performance goals. Ms. Houghtling stated we have already developed a Vision Statement and Comprehensive Long-Range Goals. The next step is to develop and improve the measurable performance objectives. We do that by having the different programs present needs assessments that talk about strengths and needs over the past year and needs for the upcoming year along with action plans. The proposed measurable objectives were presented to the Board for consideration of approval.

Mr. Sonnenberg asked how the new Teacher Compensation System that was adopted last year was working for us. Kate Mainzer gave an update on the compensation plan. She spoke with the Human Resources Director from AISD and others associated with AISD in regards to the Compensation Plan that was put into place. Right now it only applies to classroom teachers. AISD does not currently plan to, in the immediate future, include any other positions in the plan. They will continue to have the Teacher Salary Schedules that apply to positions at different levels. We are Legislatively tied to what AISD does. We do not have any leeway to make any other changes. However, whenever AISD's Board gives an across the board increase, that will apply to all of the employees across the board and that carries over to our contract staff as well. We will not have a decision on that until their Board meets and makes a decision. Ms. Mainzer added that there really isn’t any progress because of the Legislative requirement in the Education Code. Mr. Daugherty added it was going to take time to work itself out through the actions AISD takes or possibly some future Legislative action by us, if this doesn’t seem to be a workable match for us.

Mr. Sonnenberg inquired about Short-term Programs submission. He noticed, it states residential staff are 75% full time employees, they need 100% FTE’s. He asked if these are dorm staff. Sara Merritt stated dorm staff are there 75 percent of the time because of class schedules. If we had full time staff we could offer more programs. Mr. Sonnenberg added that leads into his next discussion; he noticed there is a need for a residential director for assistance with the needs of the growing summer programs. Ms. Merritt added that position has been approved and posted. 

Mr. Sonnenberg addressed the Family Leadership in Outreach. He asked what it would take to offer that program in more regions of the state? Cyral Miller, answered it is all about the people that attend. Much of it depends on the group of parents and their needs. 

Mr. Sonnenberg inquired about the plan to enhance the overall operation of the Transportation Department. Ms. Darden added that it is to address the Transportation Committee and to come up with a plan to move forward with vehicle replacement and an automated information system. 

Mr. Daugherty added that TSBVI has received three new vehicles. We are trying out the new smaller size vehicles. Many of the staff have trouble getting in and out of places due to the size of the old vans. The new vehicle is like the vans that Special Transit Services use. It is more compact, lower, easier to manage, and still gives a nice element of safety. He added it is meant for function and we think it is going to be popular.

Mr. Muniz asked Mr. Daugherty what his expectations for the person who will obtain the new Assistant Residential Director position are.

Mr. Daugherty answered that we need someone who will give some assistance in the summer and work alongside one of the existing Residential Directors to learn how the process works and also to become very familiar with the whole operation of our Residential Programs. Eventually when the time comes this individual would be able to move into a Director position.

Dr. Corn stated that, in the future, some of the objectives such as for curriculum development should be more measurable in criteria, observable behavior and go into more detail. 

Consideration of approval of the measurable objectives found in the Annual Improvement Plan: 

Bobby moved to approve and Caroline Daley seconded the motion. All Board members are in favor of the motion, motion carries.

 Report from the Superintendent: 

Mr. Daugherty reported the graduation ceremony has changed to 1:00 p.m. on May 31st.

Campus visitors: 

Mr. Daugherty stated that TEA has hired new staff that are going to be embedded all around the state service centers. They came out and toured the school to see what we do. On March 7, Apples Director of Accessibility from California and other Apple staff visited campus. They launched an Accessibility Coding Program on an IPad. The coding was to make drones fly. Our students had a great experience doing that with all the Apple staff. 

Campus activities: 

Mr. Daugherty reported that a tennis tournament is coming up that is an adaptive tennis event. Our role is to get kids interested and exposed to these things. The USA is the only country that doesn't have a soccer team that goes to the International games. We have a strong relationship with US Association of Blind Athletes. They are working with us in every component of these specialized activities for our students.

Dr. Corn added that Outreach is hosting their sixth year of the seminar, In the Driver Seat. It helps kids, families, parents learn about possibilities and the reality of driving with low vision.

Report from Personnel Committee: 

Mr. Muniz announced that he Board will now recess this open session and convene in a closed meeting to discuss the following items listed under agenda items 9. a & b and agenda item 10: Recommendation for new Internal Auditor, Full Board Introduction of Finalist for Internal Auditor Position and Selection of New Internal Auditor in conformance with Texas Government Code Section 551.074 – Personnel Matters.

No voting will take place in the closed meeting. Any action the Board wishes to take as a result of discussions in closed meeting will take place after the Board reconvenes in the open meeting. It was 11:21 a.m.

Mr. Muniz announced that it is 11:36 a.m. and the Board will now convene in open session. No action was taken on Recommendation for New Internal Auditor and Full Board Introduction of Finalist for Internal Auditor Position.

In regards to agenda item Selection of New Internal Auditor, the Personnel Committee recommended to the Board that Mr. Kemp Long be selected as the Internal Auditor for TSBVI.

All board members were in favor of the motion.

Ratification of Board President’s Decision to Provide an Earlier Start Date for the Auditor: 

Mr. Muniz stated he used his authority as Board President to maximize the amount of time Mr. Kemp had to spend with the current internal auditor. He asked Mr. Long to begin work yesterday so he could attend the Board meetings. Mr. Muniz stated that he will bring to the Board for ratification the decision to provide an earlier start date before the Board’s decision to select Mr. Long.

Mr. Muniz asked to obtain a motion. Mr. Garret motioned and Mr. Sonnenberg seconded the motion. All board members were in favor of the motion and the motion passed.

Lunch with Student Council: 

The Board recessed at 11:40 a.m. to have lunch with the Student Council. The Board was called back to order at 12:24 p.m. Mr. Muniz stated that the students on Student Council were an impressive bunch of kids. He addressed the Student Council’s idea to purchase umbrellas for outside tables. Mr. Daugherty said sometimes they will get blown over or tend not to last long. He made a suggestion to them on which ones to purchase but he would leave it up to the student council.  

Discussion of Future Board Meeting Topics and Scheduling of Training Sessions

Future Board Meeting Topics: 

Dr. Corn stated that last year the Board talked about fitness-the extent to which kids meet physical fitness; not all kids can do it or are expected to. She would like some data that comes out of the physical education program. Mr. Muniz asked if she would like a presentation or a monthly report. Dr. Corn added an off-month report is fine.

Scheduling of Training Sessions: 

Ms. Houghtling stated in this non-Legislative year requirements are a session with the Superintendent on team building. In January that requirement was met with the Friday Night in the ER Team Building Session. Also, the Board needs five hours of continuing education. Ms. Houghtling listed the available TASB trainings or gave the option to provide training through TSBVI. Ms. Houghtling stated that Mr. Muniz had mentioned intentions of participating in the training on Student Performance Indicators in the summer. She added that it would be in conjunction with the meeting we’ll have about approving the Legislative Appropriations Request this summer. Mr. Muniz added that the training is in conjunction with a new requirement for all school boards. He stated that they could have been exempt but he felt it is good to have that training. Ms. Houghtling explained that Mr. Muniz was referring to Senate Bill 1556 that passed in the last session.

Ms. Houghtling asked if the Board would like for TSBVI to provide them with any training on campus or if they wanted to take care of it individually.

Ms. Daley stated that she would like to attend TASB conference in Fort Worth. Dr. Corn and Mr. Druesedow stated that they need to check calendars. Mr. Sonnenberg stated that he would like to attend the Austin TASB conference in September.

Mr. Muniz stated that all trainings are approved expenses.

The Board agreed on the projected meeting date for September 28, 2018 and not to have any training for the next meeting.

Consideration of Superintendent’s Performance Appraisal: 

Mr. Muniz stated the Board will now recess this open session and convene in a closed meeting to discuss the following agenda item: Consideration of Superintendent’s Performance Appraisal in conformance with Texas Government Code Section 551.074 – Personnel Matters.

No voting will take place in the closed meeting. Any action the Board wishes to take as a result of discussions in closed meeting will take place after the Board reconvenes in the open meeting. It is now 12:41 p.m.

Mr. Muniz stated that it was 1:24 p.m. and the Board will now convene in open session and no action will be taken on agenda item Consideration of Superintendent’s Performance Appraisal.

Announcements: 

No announcements were made.

Adjournment: 

Mr. Muniz asked if he had a motion to adjourn. Dr. Corn moved to adjourn and Ms. Daley seconded the motion. All Board members were in favor of the motion to adjourn the April 6, 2018 Board Meeting. The meeting adjourned at 1:27 p.m.

TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

Board Meeting Minutes

January 26, 2018

  

Call to Order: 

Joseph Muniz called the meeting to order at 10:27 a.m. 

Miles Fain stated that the students had a special surprise for the Board members.  Gretchen Bettes, Art Teacher introduced herself and three of her students and said that in honor of Board Recognition Month, the students made silk scarves and ascots for each board member.  One of the students explained the process they used in making the scarves.  The Board was very appreciative of the special gifts.  

Introduction of Audience: 

Board members present were Mike Hanley, Mary Alexander, Lee Sonnenberg and Michael Garrett.  Bobby Druesedow, Caroline Daley and Anne Corn were absent.  Audience members were as follows:  Susan Morrison, General Counsel; Susan Houghtling, Director of Planning and Evaluation; Vicki Weston, Superintendent's Executive Assistant; Miles Fain, Principal of Comprehensive Programs; Sara Kitchen, Outreach; Adam Graves, Outreach; Vianey Salinas, EXIT Teacher; Brian McDonald, Director of School Support Services; Pam Darden, Chief Financial Officer; Sara Merritt, Principal of Short-Term Programs; Carrie Keith, Outreach; Randall McAlister, Outreach; Holly Cooper, Outreach; Eden Hagelman, Assistant Principal for Team 5; Shelly Allen, Residential Director Comp. A; Cheryl Austin, Residential Teacher; Janelle Racher, Dorm Manager; Garner Vogt, Residential Director Comp. B; Lyn Robertson, Lead Teacher for EXIT; Suzanne Slade, Outreach; Melanie Schacht, Outreach; Steven Landry, Outreach; Jaye Hiller, Speech Pathologist; Cyral Miller, Director of Outreach; Susan Hauser, Director of Center for School Resources; Amada Hafer, Director of Accounting; Joshua Splinter, Budget Analyst; Cyrenna Villages, Director of Procurement; Dan Hampton, Director of Information Resources; Tad Doezema, Assistant Principal EXIT Program; Mary Shore, Outreach; Tony Salinas, Elementary Teaching Assistant; Veronica Lopez, Switchboard Operator; Matt Schultz, Outreach; Edgenie Bellah, Outreach; and Jaye Stepp, Internal Auditor.   

Public Comments/Open Forum: 

There were no public comments.   

Recognition of the 2018 TSBVI Outstanding Direct Care and Outreach Staff Members: 

The following staff members were recognized for their outstanding work at TSBVI.  Shelly Allen introduced Cheryl Austin who was recognized as the 2018 Outstanding Teacher of Students with Visual Impairments.  Miles Fain announced that Katie Barnes received the Award for Outstanding Teacher of Students with Visual and Multiple Impairments.  Ms. Barnes was unable to attend due recently having a baby.  Garner Vogt introduced Janelle Racher who was recognized as the 2018 Outstanding Residential Instructor.  Miles Fain introduced Tony Salinas who received the award for the 2018 Outstanding Paraprofessional for his work as a teaching assistant.  Eden Hagelman introduced Jay Hiller for being awarded the 2018 Outstanding Related Services Provider for her work as a speech pathologist.  Cyral Miller introduced Sara Kitchen who received the award for Outstanding Outreach Services Provider.  

Consideration of Approval of Minutes of November 16 and 17, 2017 Board Meetings: 

Mary Alexander made a motion to approve the minutes.  Lee Sonnenberg seconded the motion and the Board voted unanimously to approve the November 16 & 17, 2017 board meeting minutes as presented.  

Report from the Finance Committee: 

Michael Garrett reported on the following items. 

Consideration of approval of Investment Report: 

Mr. Garrett reported that the balance of the Investment Report as of November 30, 2017, was $722,887.62 and the total earnings for the period was $3,398.66.  Mr. Garrett added that the Investment portfolio consisted of two CD’s at First National Bank of Bellville in the amount of $100,000 each, one CD at ABC Bank of Austin in the amount of $240,000, a Legacy money market and checking accounts totaling $373,473.31 and the Texas CLASS Investment Pool in the amount of $149,414.31.  Mr. Garrett stated that the recommendation to approve the Investment Report for the first quarter of fiscal year 2018 came from Committee therefore no second was needed and the Board voted unanimously to approve the Investment Report.

Consideration of adoption of a resolution regarding the review of the investment policy and strategies of TSBVI: 

Mr. Garrett stated that the Committee approved the adoption of the resolution regarding the review of the investment policy and strategies of TSBVI.  Since recommendation came from Committee, no second was needed and the Board voted unanimously to approve.

Consideration of approval of receipt of gifts and donations of over $500: 

Mr. Garrett reported that there were three donations over $500.  The recommendation to approve came from Committee therefore no second was needed and the Board voted unanimously to approve receipt of donations over $500.

Consideration of approval of request for expenditure of gifts and donations: 

Mr. Garrett stated that there were no requests for expenditures.

Review of budget reports:

Operating Budget Expenditure Report: 

Mr. Garrett stated that the benchmark as of November 30, 2017 was 25%.  He stated the percentage of the appropriated budget by strategy as follows:  Classroom Instruction 25%, Residential Program 26%, Summer and Short Term Programs 13%, Related and Support Service 28%, Outreach –Technical Assistance 21%, Outreach – Teacher Preparation 3%, Central Administration 22% and Other Support Services 15%.  Mr. Garrett said that the Total State Treasury Budget Expended was 23%.  

Legacy Revenue Budget Report: 

Mr. Garrett reported that revenues received as of November 30, 2017, totaled $200,415.08.  Mr. Garrett also said that Pam Darden introduced TSBVI's new budget analyst, Joshua Splinter during the Finance Committee meeting.  

Mr. Garrett stated that Brian McDonald reported on fencing and perimeter work being done.  Mr. Garrett was also pleased that area of the truncated dome is being addressed with different textures so that students are safer near the benches under the dome.  Mr. Garrett then stated that the Committee received a report from Dan Hampton in Information Resources regarding the new Student Information System that has been unveiled as well as other projects on which they are working.  Mr. Garrett was pleased to hear that Information Resources is working with different departments to find out their needs and address them.                                                                                                       

Report from the Program Committee

Consideration of approval of board policies: 

EMG Miscellaneous Instructional Policies:  Animals in the School:  Mr. Sonnenberg stated that this policy was amended to include student assisted animals to the admissions policy.  FBA Equal Educational Opportunity:  Service and Guide Animals:  Mr. Sonnenberg stated that this is a new policy that provides the public with notice of disabled citizens rights and responsibilities regarding use of service dogs on campus.  FD Admissions and Attendance:  Mr. Sonnenberg said that this policy has been worked on for several years.  He said that he read the policy from the prospective of a parent and in doing so clearly understood TSBVI's admission policy and that TSBVI is not meant to be a permanent placement for students.  Mr. Sonnenberg felt that the policy was very transparent and obvious as to its meaning. FDA Admissions:  Transfer of Records:  Mr. Sonnenberg stated that this policy was deleted with applicable content moved to policy FD.  FFI Student Welfare:  Freedom from Bullying:  Mr. Sonnenberg stated that this policy was amended to include information about cyberbullying.  He stated that when Miles Fain was asked if this was ever an issue, Mr. Fain stated that there was an occasional problem but that the issue was diligently addressed with after school programs that address the appropriate use of the internet.  Mr. Sonnenberg also stated that he was pleased with a rule that students may not have cell phones in their dorm rooms after lights out.   FNCF Student Conduct: Alcohol and Drug Use:  Mr. Sonnenberg said that this policy has been updated to include prohibition of steroid use. FNCI Student Conduct:  Disruptions:  Mr. Sonnenberg stated that this policy has been updated to include information that punishments do not include students under the age of 12.  FO Student Discipline:  Mr. Sonnenberg stated that this policy is updated to more clearly define corporal punishment which is prohibited at TSBVI.  He also said there was one typo in the policy to be corrected.  FOB Student Discipline:  Out-of-School Suspension:  Mr. Sonnenberg said that this policy excludes students in a grade level below grade 3 from being placed in out-of-school suspension. FOCA Placement in Disciplinary Alternative Education Setting: Disciplinary Alternative Education Programs:  Mr. Sonnenberg stated that this policy was deleted because if a student were to get to this level, they would no longer meet the requirements to attend the School.  FOE Student Discipline:  Emergency and Alternative Placement or Expulsion:  Mr. Sonnenberg said that this policy was updated to include the Title 5 Felony or Aggravated Robbery provisions recommended by TASB.  FOF Student Discipline:  Students with Disabilities:  Mr. Sonnenberg stated that this policy was updated to reflect more detail in federal and state regulations such as consideration of discipline on a case-by-case basis.  

Mr. Sonnenberg stated that the recommendation to approve with the typo correction came from Committee therefore no second was needed and the Board voted unanimously to approve the policies above.  

Report on Texas Tech University and Stephen F. Austin University Teacher Preparation Programs: 

Mr. Sonnenberg stated that Dr. Rona Pogrund and Michael Munro each reported on their respective programs during the Program Committee.  Mr. Sonnenberg asked Cyral Miller to make sure all board members get the handouts from Dr. Pogrund and Mr. Munro.  He stated that in summary, the programs have different models which he feels are beneficial to students in preparation to become TVIs.  He stated that currently the programs are keeping up with demand for teachers and O&Ms.  Mr. Sonnenberg stated that he asked what both programs would need in order to continue to grow.  He stated that Dr. Pogrund with Texas Tech needed another faculty member and Michael Munro with Stephen F. Austin (SFA) could use more funding for stipends for students and expand the number of students or help more students with expenses.  Mary Alexander stated that the programs use their funds differently. Mr. Sonnenberg said that Texas Tech's grant primarily goes to student stipends whereas SFA's goes primarily for salaries.  Mr. Sonnenberg stated that Dr. Pogrund explained that because this is a certification program and not a Master's degree program, their student count does not factor into funding calculations so Texas Tech does not consider it a priority.  When asked how much more she would need for her program, Dr. Pogrund told Mr. Sonnenberg she would need $100,000.  When Mr. Munro was asked how he would use an additional $100,000, he said it would be funneled back to the students. Ms. Alexander asked if Mr. Munro was now the Director of the SFA's program and Mr. Sonnenberg stated that he was.  Mr. Muniz asked if the programs were keeping up with the retirement rates and teachers leaving the field.  Mr. Sonnenberg stated that the projected attrition over the next three years for VI teachers and O&M specialists are estimated to be 105.  The projected need for TVIs and COMS will be between 200 and 220.  Mr. Sonnenberg stated that the total number of students for all levels of training at SFA is 68 and at Tech it is 100.  Mary Alexander pointed out that at the same funding from TSBVI, Tech is serving more students with less staff.  However, Mr. Sonnenberg added that Tech has adjunct faculty that teach some classes which comes out of the Tech budget.  Dr. Pogrund is the only full time faculty for the TVI Preparation Program at Tech.  Ms. Alexander asked if diversity was discussed in the report.  Mr. Sonnenberg said that it was not.  However, Cyral Miller reported that one of the questions asked on their annual survey was about diversity.  Ms. Miller stated that within the ethnic diversity they are finding that they are not there yet.  She said that the number of professionals who are Spanish speaking is increasing but not as quickly as the demographics demand.  Ms. Miller said that the Asian numbers went down this year.  She stated that the field continues to be primarily Caucasian which she said is an issue that everyone in education is attempting to address.  She further stated that the other area she asked about this year, at the request of Texas Tech, was how many professionals in the VI field have a visual impairment.  Ms. Miller stated that she would get those numbers for the board.  She added that the universities are not collecting those numbers.  They are coming from the service centers.  Ms. Miller said that there are 18 in the undergraduate program at SFA.  Mr.  Sonnenberg said that he told Dr. Pogrund that he would be willing to talk to the College of Education at Tech if necessary to explain the need for more funding.  He stated that Dr. Pogrund said that a long-term goal that will need to be addressed is the addition of more courses because so much is being put into the six courses right now.  Cyral Miller added that at some point a government entity limited the number of classes that they can require so it is not based on what the universities want.  The number of courses vary by state and are locked in at this point.  That completed the report from the Program Committee.  

Report from the Audit, Compliance, and Management Review Committee

Consideration of approval of board policies:

BJCD Superintendent: Evaluation and Appraisal BJCE Superintendent:  Dismissal/Nonrenewal Suspension Without Pay BJCG School Superintendent: Retirement or Resignation DC Employment Practices DEC Compensation and Benefits:  Leaves and Absences DED Holidays DG Employee Rights and Privileges DGC Employee Rights and Privileges:  Immunity DH-E Employee Standards of Conduct DHD Employee Relationships with Students and Families DHG Employment Standards of Conduct:  Ethics DPB Personnel Positions:  Substitute, Temporary, and Part-Time Positions. 

Mr. Muniz stated that the following policies were recommended for amendment:  BJCD, BJCE, BJCG, DG, DH-E, DHD, and DPB.  The motion to approve came from Committee therefore no second was needed and the Board voted unanimously to approve as amended.

Mr. Muniz stated that the Committee recommended that Policy DCG be adopted.  The motion to approve came from Committee therefore no second was needed and the Board voted unanimously to approve.

Mr. Muniz stated that the Committee recommended that Policies DC, DEC, DED, and DHG be tabled.  The motion to table came from Committee therefore no second was needed and the Board voted unanimously to table the aforementioned policies. 

Report from the Internal Auditor

Quality Assurance Review (QAR) of the Internal Audit Function for FY 2018: 

Mr. Muniz announced that Internal Auditor Jaye Stepp received the highest rating with is a Pass Rating for the Quality Assurance Review. 

Consideration of approval of hiring process for new internal auditor: 

Mr. Muniz announced that the Board would now recess the open session and convene in a closed meeting to discuss the following item listed under agenda item #8c – ‘Consideration of Approval of Hiring Process for New Internal Auditor’ in conformance with Texas Government Code Section 551.074 – Personnel Matters.  Mr. Muniz said that no voting will take place in the closed meeting and that any action the Board wished to take as a result of discussions in closed meeting would take place after the Board reconvenes in the open meeting.  Mr. Muniz went into closed session at 12:58 p.m.  Mr. Muniz announced that it was 1:14 p.m. and the meeting would now convene in open session.  Michael Garrett made a motion to approve the hiring process for the new Internal Auditor with two changes; Pay level 5 and extending the application closing date until Feb. 26, 2018.  Mary Alexander seconded the motion and the Board voted unanimously to approve. 

Public Discussion of TSBVI’s 2016-2017 Annual Report: 

Susan Houghtling stated that each school district in Texas is required to publish and disseminate an annual report describing the educational performances at the school.  It is required that parents receive the report but TSBVI also sends it to the local school districts whose students we serve, Education Service Centers and organizations of and for persons with visual impairments, TEA and outreach advisory committees.  Ms. Houghtling further stated that they are required to hold two public hearings each year, one being in a board meeting and one at the Instructional Planning Council meeting held in February.  Ms. Houghtling said that public notice of this board meeting was sent out with the Annual Report in November.  She stated that they have never had a member of the public come to provide feedback.  Ms. Houghtling said TSBVI also wants to hear from the Board as well.  She said that it includes standard information about TSBVI's programs and achievements and comments from stakeholders.  She said that this year, a very interesting report from then Superintendent Edgar Bramlett written 100 years ago was included.  Mary Alexander stated that Bob Hamburger read the report and was amazed at how well written it was and that it was the best annual report he had ever seen because it was so comprehensive.  

Discussion of Strategic Planning Initiatives Summary: 

Susan Houghtling stated that in June 2017 TSBVI held a Strategic Planning Meeting with statewide stakeholders invited.  She said the strengths, challenges, opportunities for growth and improvement as well as priority improvements for the coming years was discussed.  Ms. Houghtling said that on day one, the Board and TSBVI staff were in a listening mode and on day two were able to provide their input.  She further stated that there was a tremendous amount of minutes taken and that Superintendent Daugherty spent weeks reviewing and synthesizing the information into the document that was sent to the Board.  The final recommendations for paths we want to pursue were divided into two categories:  student, family and ISD outcomes; and institutional outcomes.  She reported that some of his recommendations were to improve the TSBVI Service Delivery Model to ensure families and ISDs understand and actively participate in the model.  Also, ensuring students transitioning back to local districts are prepared to be successful in a system with fewer individualized supports.  Ms. Houghtling continued with the goal to improve the EXIT Program to ensure students have realistic career goals and that skills and interests align with the goals with more coordination and collaboration with the Texas Workforce Commission.  Another goal is improvement of post-high school transition planning for students with multiple disabilities to ensure high levels of community independence and integration.  TSBVI also plans to provide more web-based video and online training products for students, parents, educators and paraprofessionals.  Improvements to TSBVI's website and establishment of a low-vision clinic on campus to improve the types of low-vision aids prescribed to students and improve student use and strategies are also future plans.  TSBVI would also like to collaborate with ESCs, ISDs and others to develop training and technical support for evaluation and diagnostic processes for students statewide.  TSBVI will also pursue an increase in state general funds, to pursue initiatives as well a pay increases for nurses, residential staff and teacher assistants.  Increasing TSBVI’s capability to deliver high quality staff development for TSBVI staff and to address issues surrounding the implementation of a new AISD Teacher Compensation System that has left out some of the contract staff including lead teachers, OT/PTs, Behavior and Transition Specialists is also a goal.  Ms. Houghtling said that the Board will be seeing connections within the Annual Improvement Plan and other future years plans implementing the initiatives gathered through the Strategic Planning Process.  She stated that the Board will see measurable objectives of progress toward long-range goals as well as action plans reflecting work with timelines and persons responsible.  She added that these plans tie in with the current mission and vision statements and long-range goals.  Ms. Houghtling asked for Board input at this time.  Ms. Alexander stated that the document captured the items that had concerned her the most.  Lee Sonnenberg stated that he wanted to make sure we continue to request funding for the teacher preparation program.  Ms. Houghtling said that it could be submitted in the Agency Strategic Plan that will be submitted this summer and into the Legislative Appropriations Request that will be coming to the Board for approval.  Joseph Muniz stated that he was very pleased with the strategic planning process and thought that Cyral Miller did a great job facilitating the meeting.  He also said he was very impressed with the way Mr. Daugherty was able to synthesize the information.  Mr. Muniz stated that he thought the process worked very well and met the Board's expectations and worked with the constraints that the School must follow.  Ms. Alexander said that the process allowed constituents to be heard as well.  Ms. Houghtling said that the process would be repeated in the future, perhaps every four years or so but the timeline was up for discussion.  Lee Sonnenberg asked about the next step with this document.  Ms. Houghtling said that the Board would begin to see ties to the document in the Annual Improvement Plan in April and in needs assessments and some proposed measurable objectives of progress which will be tied to some of these initiatives as well as titles of action plans.  Ms. Houghtling said that at the June meeting the entire plan will be fleshed out where the Board would see the action plans including timelines and responsible parties.  Ms. Houghtling added that they would capture as much as possible in the Agency Strategic Plan however, it is an extraordinarily prescribed document so they can only work within the confines of what is allowed.  Mr. Muniz asked for a single sheet that will update the Board on where the process stands along the way.  Ms. Houghtling stated that at the November 2016 board meeting, the Board was presented with a timeline of the process and she will provide that document to the Board again. 

Consideration of Superintendent’s Performance Appraisal:

Mike Hanley made a motion to table this item.  Mary Alexander seconded the motion and the Board voted unanimously to approve tabling the Superintendent's Performance Appraisal. 

Consideration of Internal Auditor's Performance Appraisal: 

Joseph Muniz announced that the Board would now recess the open session and convene in a closed meeting to discuss the following item listed under agenda item #12 – Consideration of Internal Auditor’s Performance Appraisal in conformance with Texas Government Code Section 551.074 – Personnel Matters.   Mr. Muniz stated that no voting would take place in the closed meeting and that any action the board wished to take as a result of discussions in closed meeting will take place after the Board reconvened in the open meeting.  Mr. Muniz closed the meeting at 11:01 a.m.  Mr. Muniz called the meeting back into Open session at 11:26 a.m.  Mr. Muniz stated that no action will be taken on the agenda item discussed.  

Consideration of Approval of New Contract Staff Carlotta Binns: 

Susan Houghtling stated that Carlotta Binns, a former job coach at TSBVI, is now a Career Education teacher and has been hired and asked the Board to approve her contract.  Lee Sonnenberg made a motion to approve.  Michael Garrett seconded the motion and the Board voted unanimously to approve.  

Status Report on Action Plans in the 2017-2018 School Improvement Plan: 

Susan Houghtling stated that the Annual Improvement Plan includes action items that list what TSBVI will do when and any necessary resources.  She said that the Board is provided two annual updates, this being the first.  Ms. Houghtling asked for questions.  The Board had none. 

Report from the Superintendent: 

Campus visitors: 

Susan Houghtling reported that Anne Reichmann, Manager of the Division of Infantile and School Education of Nikolauspflege in Stuttgart, Germany came to learn as much as possible about TSBVI's programs to see what she might duplicate in Germany.  Ms. Houghtling stated that in December, Flavia Moreira dos Santos Moreira, a Teacher of Early Childhood Education at the Benjamin Constant Institute, Rio de Janeiro, Brazil visited the school related to a doctoral presentation she was writing.  Lastly, Ms. Houghtling reported that Carolyn Lasater, Superintendent and three other administrators came from the Utah School for the Deaf Blind to visit Sara Merritt and learn more about Short-Term Programs.  Michael Garrett asked if the puppy raisers were on campus recently.  Ms. Houghtling said that they did have a meeting on campus.

Campus activities:  Past and Upcoming Events

Comprehensive Programs: 

Ms. Houghtling reported that the Student Council Talent Show was held in December in addition to the Student Holiday Program performance.  In addition, Ms. Houghtling reported that Miles Fain went to Muskogee, Oklahoma for SCASB Wrestling, Cheerleading and Performing Arts at the Oklahoma School for the Blind.  Ms. Houghtling said that the cheerleaders won second place and three wrestlers placed first in their weight class.  One wrestler placed second, one third and two in fourth and one student won the MVP award for his weight class.  Miles Fain reported that one of our male students was the first male cheerleader for a while and made quite a splash with his dance routine with the girls.  Ms. Houghtling said that Braille Challenge was coming up in February. 

School Year Short-Term Programs: 

Ms. Houghtling said that the School Year Short-Term Programs has been busy with a variety of programs past and upcoming. 

Outreach Programs: 

Ms. Houghtling reported that Outreach has held a number of workshops including Mentor Center and Braille Boot Camp.  She said that Texas Focus is coming up and will be working with Short-Term Programs for “Game of Life:  In the Driver's Seat” in March.  Ms. Houghtling added that all of the webinars are also listed which are very popular. 

Comprehensive Programs enrollment update:

Ms. Houghtling gave an enrollment update for the first quarter of the school year which included 13 elementary, 121 secondary and 4 post-secondary for a total of 138 students enrolled. Joseph Muniz stated that he had met and visited with teacher Joanne Rodgers and was very impressed by her enthusiasm with the students.  Mr. Muniz asked Miles Fain about Ms. Rodger's class size and which students she taught.  Mr. Fain said she had four academic elementary students.  Mr. Muniz brought up the flu outbreak in Texas and asked Mr. Fain to discuss how it has affected the School.  Mr. Fain reported that he spoke with Yanni Crespo, the Health Center Director and she reported that all students have been offered flu shots.  Mr. Fain said that about two-thirds of the students took the shots.  He also said that a good number of others had gotten a flu shot from another source.  Leftover flu vaccines were offered to staff.  Mr. Fain reported that there have been four cases of flu on campus.  Students with the flu are sent home and do not go back to the dorms.  Mary Alexander asked about handwashing.  Mr. Fain explained that students are taught how to wash hands thoroughly and to sing Happy Birthday to themselves as a good guide for duration.  

Discussion of Future Board Meeting Topics and Scheduling of Training Sessions: 

Joseph Muniz asked for future topics.  Lee Sonnenberg would like to see a more formal process on what the future plans are for the Broday Trust.  Mr. Muniz said he would refer that to the Finance Committee.  Mr. Muniz also said he would appreciate any help Susan Morrison and Pam Darden could give the Finance committee in that regard.  Mary Alexander suggested that it may be appropriate to have a strategic plan related strictly to the university programs and our plans for the programs over the next ten years.  Ms. Alexander also talked about the cutting edge programs coming out of Outreach, specifically regarding STEM matters.  Ms. Alexander also asked about the CVI process and would like to know more about it including the theory we are using and how we train TVIs.  Susan Houghtling stated that since it is a non-legislative year the only training requirements were team building which is completed and five hours of continuing education between now and the November board meeting. Mary Alexander stated that she was not getting much from the online sessions she has completed and she asked if there were anything produced by TSBVI that could be used toward requirement hours.  Ms. Houghtling stated that she could get credit for training provided at TSBVI.  Susan Morrison offered to do basic investment training if the board would like.  Joseph Muniz stated that he was very pleased with the board training held on Jan. 25, 2018.  Ms. Alexander thought that it might be helpful for other TSBVI staff to receive a training like the board received and asked that Ms. Houghtling pass the idea on to Mr. Daugherty. 

Election of Board Officers: 

Lee Sonnenberg nominated Joseph Muniz as Board President.  Michael Hanley seconded the motion and the Board unanimously approved Joseph Muniz continuing as Board President.  Michael Garrett nominated Mary Alexander for Board Vice-President.  Michael Hanley seconded the motion.  Mary Alexander declined the nomination.  Mary Alexander nominated Lee Sonnenberg as Board Vice-President.  Joseph Muniz seconded the motion.  He explained that his reasoning was that he and Ms. Alexander are on the same appointment schedule and he would prefer the President and Vice-President not leave the Board at the same time.  Michael Garrett ruled that nominations cease and they elect Lee Sonnenberg by acclimation.  The Board voted unanimously to approve Lee Sonnenberg to serve as Board Vice-President.  Joseph Muniz nominated Mary Alexander as Board Secretary.  Lee Sonnenberg seconded the motion and the Board voted unanimously that Mary Alexander serve as Board Secretary.    

Consideration of Approval of Incoming Board President’s Recommendations Concerning Board Committees: 

Joseph Muniz stated that bylaws required having the Finance Committee and the Program Committee.  He further stated that he was recommending an additional committee for this year, a Personnel Committee exclusively to handle the process of hiring a new internal auditor up to the point of recommending a candidate for hire to the full Board.  Mr. Muniz said that the Audit, Compliance, and Management Review Committee would continue.  Mike Hanley made a motion to have the four committees:  Finance; Audit, Compliance and Management Review; Program and Personnel.  Mary Alexander seconded the motion and the Board voted unanimously to approve the four committees.  

Appointment of Board Committee Members, Chairpersons and Vice-Chairpersons: 

Mr. Muniz assigned board members to committees as follows:  Finance:  Michael Garrett as Chair, Mike Hanley as Vice-Chair and Bobby Druesedow as a member.  Audit, Compliance, and Management Review Committee:  Joseph Muniz as Chair, Mary Alexander as Vice-Chair.  Program Committee:  Lee Sonnenberg as Chair, Anne Corn as Vice-Chair and Caroline Daley as a member.  Personnel Committee:  Joseph Muniz as Chair, Lee Sonnenberg as Vice-Chair and Michael Garrett as a member. 

Announcements: 

There were no announcements. 

Adjournment: 

Mary Alexander made a motion to adjourn.  Lee Sonnenberg seconded the motion and the Board voted unanimously to approve.  The meeting adjourned at 1:15 p.m.

 

 

 

 

NOTICE IS HEREBY GIVEN that a regular meeting of the Board of Trustees of the Texas School for the Blind and Visually Impaired shall be held on September 28, 2018 beginning at 10:15 a.m. in the Board Meeting Room of the Administration Building, 1100 West 45th Street, Austin, Texas.

If, during the course of the meeting, any discussion of any item on the agenda should be held in closed session, the Board shall convene in such closed session in accordance with Texas Government Code, Sec. 551.071, .072, .073, .074, .076, .082, .0821, .083, .084, or .089. Before any such session is convened, the presiding officer shall publicly identify the section or sections of the Code authorizing the closed session. All final votes, actions, or decisions shall be taken in open session.

The subjects to be discussed or considered, or upon which any formal action may be taken, are as follows (items do not have to be taken in the same order as shown on this meeting notice):

BOARD AGENDA
for September 28, 2018 Meeting

 

1. Call to Order

2. Introduction of Board Members and Audience

3. Public Comments/Open Forum

4. Recognition of Students for Outstanding Performance on Statewide Assessments (Joseph Muniz)

5. Consideration of Approval of Minutes of August 9 and 10, 2018 Board Meetings (Joseph Muniz), pages 3-16

6. Report from the Finance Committee (Michael Garrett)

a. Consideration of approval of board policies: pages 17-38
    GKA (TSBVI) Community Relations: Conduct on School Premises (amend), pages 28-38

b. Consideration of approval of Investment Report, page 39

c. Consideration of approval of receipt of gifts and donations of over $500, pages 40-43

d. Consideration of approval of request for expenditure of gifts and donations, pages 40-43

e. Review of budget reports

Operating Budget Expenditure Report, pages 44-50

Legacy Revenue Budget Report, page 51

Legacy Operating Expenditure Budget Report, pages 52-53

f. Consideration of authorization for the Superintendent to draw down additional funds from the Broday Trust, page 54

7. Report from the Program Committee (Lee Sonnenberg)

a. Introduction of new Outreach Program Director, Emily Coleman

b. Consideration of approval of board policies: pages 17-38
    FFG Student Welfare: Child Abuse, Neglect, Exploitation, and Improper Child Care Practice (amend), pages 19-27

c. Report from Comprehensive Program Principal, Miles Fain

Statewide Assessment results, pages 55-60

Plan to promote academic excellence, page 61

Report on English as a Second Language (ESL) Program Analysis, pages 62-63

TSBVI Student Performance Indicator results, pages 64-68

Consideration of membership to the School Health Advisory Council, page 69

d. Report from Short-Term Programs Principal, Sara Merritt

2018 Summer programs

8. Consideration of Ratifying and Taking Action on the Resignation of Internal Auditor Kemp Long and Discussion of Internal Auditor Position (Joseph         Muniz)

9. Consideration of Approval of the 2018 Annual Internal Audit Report (AIAR) (Joseph Muniz), page 70

10. Report on the 2018 Quality Assurance and Improvement Program (QAIP) (Joseph Muniz), page 70

11. Update on the Audit Recommendations Tracking Schedule (Joseph Muniz), page 70

12. Consideration of Approval of TSBVI Organizational Chart (Bill Daugherty), pages 71-72

13. Consideration and Discussion of Draft Board Operating Procedures (Susan Morrison)

14. Final Update on Completion of Action Plans in the 2017-2018 Annual Improvement Plan (Bill Daugherty), page 73

15. Report from the Superintendent, pages 74-75

a. Legislative Appropriations Request hearing

b. Comprehensive Programs enrollment

c. Campus activities

16. Consideration of Superintendent’s Formative Evaluation (Joseph Muniz), page 76

17. Appointment of Board Personnel Committee Members, Chairperson and Vice-Chairperson (Joseph Muniz), page 77

18. Discussion of Future Board Meeting Topics and Training Dates (Joseph Muniz)

19. Announcements

20. Adjournment